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Routing a Transfer Credit Course - OAS

An OAS user guide for processing a transfer credit request.

To view a pdf version of this user guide, including screenshots of YES, click here: Routing a Transfer Credit Course - OAS.

To View Dept. Review Queue

  1. Log into DocFinity.
  2. Select Transfer Credit – Dept. Review from the Job Views queue list. Select Get Job Queue.
  3. To open a form, select a course from the queue table. Using the wrench icon, open the form.

To Review a Syllabus

Click on the View attached syllabus task in the Tasks box. The syllabus will open in the Document Viewer window. Click the arrow icon to view the syllabus in full screen. After reviewing the course syllabus, click the X icon to close the Document Viewer.

To Determine Department Destination

  1. Click on Review and evaluate external credit request to open the evaluation form in the Forms panel. To view the form in full screen, click the arrow icon.
  2. Review the External Course Information to determine to which department to send the course for evaluation. Do not enter any evaluation information at this time. Scroll to the bottom of the form and click Save Changes.

To Route a Course

  1. Click on Choose next action for the request in the Jobs panel. If Vanderbilt credit is appropriate, please select Route as the next action for the request.
  2. Click on Choose routing destination to select the most fitting department for the course as the routing destination.
  3. Once each task has been completed, select the wrench icon with the green check mark to complete the job.

To Reject a Course

  1. If no credit should be awarded for the course, please select Reject as the next action for the request. If rejected, you will be prompted to enter a reject reason (e.g., this course should not be awarded Vanderbilt credit).
  2. Once each task has been completed, select the wrench icon with the green check mark to complete the job.

To Return a Course

  1. If the course needs to be evaluated by a different department, or if more information is needed to make a determination, please select Return as the next action for the request. If returned, you will be prompted to enter a return reason (e.g., this course should be evaluated by a different department).
  2. Once each task has been completed, select the wrench icon with the green check mark to complete the job.

To Approve a Course

  1. If the course should be given GNEL credit, list your determination on the evaluation form. Type the subject area (e.g., GNEL) in the Non Equivalent Subject box. Click the down arrow on the Course box to select 2000. Be sure to add the number of Vanderbilt hours the course should receive. Save Changes.
  2. Select Approve as the next action for the request.
  3. Once each task has been completed, select the wrench icon with the green check mark to complete the job.

To Review an Evaluation

  1. After a department has reviewed a course, it will be returned to your queue.
  2. Open the form.
Assigned Credit
  1. If the department has assigned credit, review the form to see the determination made, then Save Changes.
  2. Select Approve as the next action for the request.
  3. Once each required (designated by asterisk) task has been completed, select the wrench icon with the green check mark to complete the job.
Rejected Course
  1. If the department has rejected the course, review the rejection reason pop-up and select Save.
  2. Review the form to ensure no determination has been made, scroll down and select Save Changes.
  3. Select Reject as the next action for the request.
  4. You will be prompted to view the rejection reason again and add any comments of your own (e.g., the department has rejected the course). Save.
  5. Once each required (designated by asterisk) task has been completed, select the wrench icon with the green check mark to complete the job.
Returned Course
  1. If the department has returned the course, review the return reason pop-up and select Save.
  2. Review the form to ensure no determination has been made, scroll down and select Save Changes.
  3. Select Route as the next action for the request.
  4. Select a different department to route the course to.
  5. Once each task has been completed, select the wrench icon with the green check mark to complete the job.

To View Bundle Queue

Select Transfer Credit – TC Bundle – School Review from the Job Views queue list. Select Get Job Queue.

To Open a Bundle

Select a bundle from the queue table. Using the wrench icon, open the bundle.

To Review a Bundle

  1. Open the Transfer Credit Request form and review the data provided. At the top of the form, enter the required information for Academic Standing, Academic Level, Expected Grad Term, and Apply Credit Term.
  2. Once all the information has been entered, Save Changes.
  3. Select Complete as the next step for the Transfer Credit Request Bundle.
  4. Once those tasks have been completed, select the wrench icon with the green check mark to complete the job.

Helpful Hints

  • Click the filing cabinet icon to exit out of a form without saving changes.
  • When making your determination, a numerical value must always be displayed in order to save (e.g., 0, 3, etc.).
  • To save the syllabus to your computer, right-click in the Document Viewer and select Open as PDF. From there, you can save or print the pdf.

Questions

Please contact the YES Help Line at yes@vanderbilt.edu or 615-343-4306 if you have questions or need additional assistance.