Procedures - Request to Take Coursework at Another School

* Step #1 - Student obtains and completes the "Request to Take Coursework at Another School" form in the Registrar's Office (Room 106 Thomas Hall) or under Electronic Forms on the Registrar's website. The form can be faxed in at 828-262-6764 or in special circumstances the information can be taken over the phone.

  • Out of State Requests & North Carolina Four-year Schools - See Selena Dollar (105 John E. Thomas Hall)
  • A schedule of classes and a current course description is required
  • North Carolina Community Colleges - See Student Services Representative (105 John E. Thomas Hall)
  • A schedule of classes is required and it's the students responsibility to make sure the course is being offered.

* Step #2 - In consultation with the appropriate Registrar's Office representative, the following is checked and any shortages noted on Screen 148:

  • Academic Standing
  • Repeats
  • Verify external course, title, and hours
  • Residency Requirements

Note: The Registrar's Office acknowledges that the responsibility of the final decision remains with the Dean's Office. The Registrar's Office is in no way approving or denying coursework when in consultation with students.

* Step #3 - Go to Screen 035 and look up the appropriate school code.

Using the correct career level and school code, load the coursework on Screen 141- Transfer Credit Maintenance:

  • Acc=blank
  • TP=V
  • Beginning & Ending Dates (e.g. 06-2000 to 08-2000)
  • Course ID
  • Tran Hrs
  • Aw=S (Semester)
  • Grade=VP
  • Term Applied (Spring = 1, Fall = 4, Summer = 2)
  • Title
  • Change Acc "Y" to V
  • Change Report flag back to 1
  • List any comments (shortages, academic standing, residency, etc.) to Screen 148; Type-"G", Privacy Restrict- "G", Term-same as where work is applied

* Step #4 - Report RBA695_A "Visiting Student to Determine Eligibility to Take Courses Elsewhere" report will run on Monday, Wednesday & Friday nights. Transactions (by college) will be available on EPRINT the following morning.

* Step #5 - Dean's Office reviews each students' record and accepts or rejects coursework after checking course prerequisites, academic standing and residency requirements.

  • If accepted, Deans office changes "ACC" to A-- system automatically changes to Y (* If a student becomes academically ineligible at Appalachian the approved transfer work will automatically  be rejected and a notice sent to the student to inform him or her that the work previously approved has now been rejected.)
  • If rejected, Dean's office changes "ACC" to R - this automatically changes ASU Equiv to N/A
  • Note any exceptions, comments or additional shortages on Screen 148.
  • * If no action is taken, student's name will reappear on next report.

* Step #6 - Notification of Acceptance or Rejection mailers will be produced every night and will be sent the following morning from the Registrar's Office (email to students, mailer to visiting school). The acceptance notification will be e-mailed to students and a mailer to the visiting school. The rejection notification will only be sent to the student.

  • When a notification is produced, the system will automatically change "TP" to equal "N" (notified student).
* Step #7 - Coursework completed and official transcript is received in Registrar's Office.

* Step #8 - Evaluation completed by Assistant Registrar

* Step #9 - Evaluation received by Student Services Representative in Records Area. Representative will verify that the evaluation of coursework matches the Transfer Maintenance Screen, make any necessary changes and code as follows:

  • On screen 118, record current transfer and earned hours
  • Note the proposed transfer and earned hours to include the additional hours from the evaluation
  • Change "N"under TP to C
  • Leave VP
  • On screen 111 adjust "Class" if needed (Fr, So Jr, Sr) to reflect new earned hours
  • Screen 211 - Post college history (If the school is already listed on 211 do not change Trans/Rq & Trans/Rc flags, leave as "Y" &"Y" and change the ending date to correspond with the transfer courses you are loading
  • On the following day, after credit has been posted and VP removed, check the new transfer and earned hours to verify that they match the proposed hours.

* Step #10 - Report RBA695_A option to check students with status of:

  • ACC=Y
  • TP=C
  • Grade=VP
  • * System will remove VP to award credit and produce an e-mail notification to student with a hard copy sent to appropriate Dean's Office and department. The hard copies will be mailed from the Registrar's office.

* Step #11 - Report RBA695_A option to clean-up Transfer Maintenance Screen for requested coursework with following coding (3 months after end of term of requested visiting coursework): This is done in the Fall and Spring. A Fall cleanup includes Spring & Summer terms. A Spring clean up includes only a Fall term.

  • Coursework approved, but no official transcript received from other school:
    • ACC=Y
    • * TP=N
    • * Grade=VP
    • * requested coursework deleted - notice sent to student and copy to Registrar's Office
    • * A list of all deleted is sent to Registrar's Office
  • Coursework rejected by Dean's Office
    • * ACC=R
    • * TP=N
    • * Grade=VP
    • * delete all - no notices sent

Last Revised 7/07/2004