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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.

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 this 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

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: ##/######

  • The 2-digit number before the forward slash is the source school's IDQ
  • The 4- to 6-digit number after the forward slash is the source school's ID

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

Create Alias ()

Links the suggested match and moves it to the Linked Schools tab

Search ()

Generates the Find School pop-up window:

Add School Request ()

Generates the Add School Request page; CollegeSource staff will review to approve

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

Hide ()

Hides the unknown school and removes it from the equivalency data

NOTE:
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

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:

State

Two-letter state abbreviation where the school resides

(In this screenshot, the state is listed as "SE" for Standardized Exam)

Your Code

Schools identification codes

Two codes are listed for the school according to the following format:

##/######

  • The 2-digit number before the forward slash is the source school's IDQ
  • The 4- to 6-digit number after the forward slash is the source school's ID

NOTE:

Two schools may NOT be mapped to the same ID.

Link Status

   →   

 

Primary

 

 

 

Secondary

 

 

Alias

 

 

 

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.)

 

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.

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