Manage Source Schools
NOTE:
Manage Source Schools is restricted to Transfer Specialists only.
The Manage Source Schools is a critical area within Transferology because, from a process standpoint, it should be the first page a Transfer Specialist visits.Taking the time to manage the list of unknown schools will save time down the road and typically only needs to be performed once unless additional source schools (all of the schools that my institution accepts transfer credits from) are added to the list.
Schools setting up their transfer articulation rules on campus are required to assign each school a unique ID. Typically, this identifier is a code used by the U.S. Department of Education, e.g., FICE, IPED. However, sometimes school have utilized "made-up" codes, because these have worked setting up u.achieve/DARwin. Although previously legacy u.select could handle the "made-up" code, Transferology requires the "real" code for matching. Transferology takes the made-up code and cross-references it to the actual or "real" code.
About Codes
Identification codes and how they are matched to US school names are critical pieces of information in Transferology, and especially for Transfer Specialist functions.
ID
Your institution's four- to six-digit unique identification code
IDQ
Your institutions two-digit ID qualifier, IDQ is the national encoding scheme that your institution identifies itself with. IDQ is very important to transfer articulation. Common examples are listed in the table below:
|
Coding System |
Code |
Source |
URL |
|---|---|---|---|
| IPEDS | 71 | Institute of Higher Education Sciences, National Center for Education Statistics | http://nces.ed.gov/ |
| FICE | 73 | Institute of Higher Education Sciences, National Center for Education Statistics | http://nces.ed.gov/ |
| ACT | 74 | ACT | http://www.actstudent.org/scores/scodes.html |
| ATP | 72 | CollegeBoard | http://sat.collegeboard.com/register/sat-code-search |
Other Codes
CollegeSource defines and maintains additional lists of other codes, including international codes, military codes, and standardized exam codes.
From the green menu bar institution drop-down menu, select Manage Source Schools:
Source School Mapping Page
The Source School Mapping page is a troubleshooting area for Transfer Specialists where they may request CollegeSource to add their school to the Transferology database.
The Source School Mapping page contains two tabs: Unknown Schools (default) lists schools that need mapped and Linked Schools lists schools that have already been mapped.
NOTE:
The table of source schools may appear empty when the Filter box on both tabs is set (by default) to the state that the Transfer Specialist is logged in from.
In the above screenshot, seven source schools are listed as Unknown Schools, but zero are showing due to the filter.
Unknown Schools Tab
The Unknown Schools tab provides a detailed list of unlinked schools and their suggested matches, filtering functionalities, and the ability to export to Microsoft Excel:
| Column/Icon | Screenshot | Description |
|---|---|---|
| Unknown School |
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Name and identification codes for the Unknown School NOTE: The "Unknown School" column may also include military parameters, US territories, international options, and Standardized Exams. Click on the drop-down menu arrow to make a different selection. (In this screenshot, the Unknown School is a Standardized Exam) Two codes are listed for the school according to the following format: ##/######
NOTE: Two schools may NOT be mapped to the same ID. |
| State |  |
State that the unknown school resides in, or code for other options (In this screenshot, the state is listed as "SE" for Standardized Exam) |
| Suggested Match |  |
Suggested match generated by Transferology |
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Create Alias ( Links the suggested match and moves it to the Linked Schools tab |
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Search ( Generates the Find School pop-up window: |
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Add School Request ( Generates the Add School Request page; CollegeSource staff will review to approve |
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Allows the Transfer Specialist to add school requests in the US, Canada, and Internationally by select parameters (school name, Address, City, State, Zip Code, and ID Codes)
Submit ( Processes the school request |
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Hide ( Hides the unknown school and removes it from the equivalency data |
)
)
)
)
)If no schools are listed on the "Unknown Schools" tab, this indicates that all of the source schools are appropriately mapped on the Linked Schools tab.
Linked Schools Tab
The Linked School tab provides a detailed list of linked schools and their link status, filtering functionalities, and the ability to export to Microsoft Excel:
|
Column/Icon |
Screenshot |
Description |
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|---|---|---|---|---|---|---|---|---|
| School Name |
+/- |
Lists the school name, first year term-to-last year term (optional), and corresponding FYT/LYT code (optional) Some schools Name fields contain a brown alert triangle. This icon alerts the Transfer Specialist that the school name provided for this code does not match Transferology records via tooltip message:  |
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| State |  |
Two-letter state abbreviation where the school resides (In this screenshot, the state is listed as "SE" for Standardized Exam) |
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| Your Code |  |
Schools identification codes Two codes are listed for the school according to the following format: ##/######
NOTE: Two schools may NOT be mapped to the same ID. |
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| Link Status |
Hidden |
Categorizes the status of the linked school as Linked (populate the Linked Schools tab) or Unlinked (populate the Unknown Schools tab). Four types of links exist in Transferology:
Primary link Transferology automatically made the linkage for the user Identifies the FICE, IPEDS, ACT, or ATP code that identifies a school within Transferology
Secondary link Identifies an alternate FICE, IPEDS, ACT, or ATP code that identifies a school within Transferology. A Secondary linkage is typically used where a school has both a new and an old code. (For example, several Ohio schools have two FICE codes.)
Alias link The school sets the linkage association themselves on the Unknown School tab Identifies a link or association that a school has creates so that an Unknown School can be appropriately mapped and known. This occurs when a school's source_id (or sending school in TES) is not found or is different than the primary and secondary source_id of the school in Transferology. Sometimes schools use non-standard values for some or all of their source_id values; they need to set these up for their equivalencies to be loaded into Transferology.
Hidden link Identifies that a schools should be ignored within Transferology. A Hidden linkage is different than an Unknown School because a school is self-identifying as a test school or similar and should not appear in Transferology. Hidden links, therefore, will not show up in equivalency data. (For example, a Hidden link could also be used for an academic portfolio.) |
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Filtering
Because the table of School Names on the Manage Source Schools page can become quite extensive, filtering allows the Transfer Specialist to control the display of information.
Filter Field
The Filtering Field is above the school table on both the Unknown Schools tab and the Linked Schools tab. Transfer Specialists may type in a school name or IDQ/ID to filter schools.
Filter Box
The Filter box allows for filtering primarily by State, with the default set to the state of the school the user is currently logged in from:
The State filter also includes filtering by Military parameters, US Territories, International, Standardized Exams, and All. Click on the drop-down menu arrow to select an alternative.
In addition to filtering by state, the Linked Schools tab offers another filter by Status:
Click on the status drop-down menu to make a selection (All, Primary, Secondary, Alias, or Hidden). The Clear Filters button (
) will clear filter fields and return both filters to All.
Export to Excel
Manage School Sources contains the Export button (
) in the upper right part of the screen above the Filter Box. Export will export the school data on the current page into Microsoft Excel, where it may be useful for implementing changes to transfer rules. The data is arranged according to the columns in the original format, but also includes some additional information, including FYT/LYT, last user to modify the data, and date of last modification:
Transfer Specialists can analyze this school information to manage their workflow.