Steps in Assessing a Transcript
Transcript assessment is critical and must be assessed equally in order to ensure fairness and meet the standards of accreditation.
STEP #1: RECEIVING THE TRANSCRIPT
*Verify the transcript came directly from a school (If it came from a student, it must be in a sealed envelope from the school to be official)
*Make sure the envelope has not been opened
*Make sure the seal or stamp has not been compromised
*If there is any doubt that a transcript is official, verify, verify, verify!
STEP #2: CREATING A STUDENT FILE
*Each student needs a digital file created under their name (Last name first)
*Transcripts should be loaded into the digital student file
*The digital file should be secure and backed up (redundancy in, at least, three different locations for the sake of safety)
STEP #3: ASSESSING THE TRANSCRIPT
High School Students: You will need to verify the student has met the requirements for graduation for enrolling in a program.
Home School Students: Typically, parents are responsible for home school transcripts. They will need to submit a full transcript with their signature at the bottom. Some states require records be maintained by an educational organization or a school district. Requirements vary state to state. Home school students must verify they have met all requirements for graduation according to their state requirements and must present records verifying completion of all requirements. A GED certificate or transcript may be provided if the student has taken and passed that exam.
College Transfer Students: Transfer students are the most challenging to make sure student credits are maximized, but they must be brought in consistently by ALL assessors. To make make sure they are done properly, follow this procedure:
a) FIND THE COLLEGE AND COURSE DESCRIPTIONS: Google the college and the list of course descriptions to match up against
WCBCS. If the course matches exactly, then you can give them the appropriate number of credit hours.
b) NOTE THE CREDIT HOURS GIVEN PER COURSE: Some colleges operate on a quarter system and others on a semester basis. Quarter
hours are converted to semester hours by dividing the total number of quarter hours by 1.5. Therefore, a five hour course on a quarter
system would convert to 3.33 and would receive 3 transfer semester credits.
Occasionally, you will receive a transcript with credits shown in clock hours. WCBCS converts clock hours at a ratio of 40:1. Forty
clock hours translates to one semester hour.
c) TRANSFERRING IN DISCIPLINES: Disciplines are the overall headings of a list of sub-courses. For instance, the only MATH course we
offer is Statistics. However, if a student has taken a college algebra course, it may be substituted for the MATH 201 - Statistics.
Other Examples of courses that could transfer:
WCBCS Course Possible Acceptable Courses
ENGL 101 Reading Survey of American Literature
Survey of English Literature
ENGL 201 Writing Poetry Writing
PHSC 201 Physical Science Astronomy
Additional examples of transfer equivalents can be found on the chart here.
d) LOOK FOR AN EXACT COURSE MATCH: This is the least probable scenario, but if, for instance, the student is transferring a Biblical
Interpretation course that counted 3 hours on their transcript, then they would receive 3 hours of credit for BIBL 101 and that course
would be marked off their degree plan which we will discuss in Step #5.
e) ASSESSING UNACCREDITED COLLEGES: Unaccredited college credits can transfer into the system, as long as they have completed
legitimate course work. In this case, you will need to find the school online, read course descriptions, determine how much time a
course takes, and if it is worthy of receiving college credit. If, after you have done diligent research you have found it is, then, and only
then, may they be granted the appropriate credit. FI: In some instances, the level of work does not meet up to the standard we require,
but we may give them 1-2 credit hours depending upon the amount of work required.
f) ASSESSING DEGREES FROM UNACCREDITED COLLEGES: We have the discretion to accept the degree from any unaccredited
college, but I would suggest only doing so if they are reputable. You can only find out this information through research. You have to be
careful here because the accrediting commission will ask specifically about how this is done.
STEP #4: LIFE LEARNING CREDITS (LLC)
*Life Learning Credits are assessed upon completion of a LLC application completed by the student (See application here)
*LLC’s are assigned as follows:
a) 4 Hours of LLC = 1 year of full-time ministry service
b) 2 Hours of LLC = 1 year of part-time or significant volunteer ministry service
*Life Learning Credits may ONLY be granted at the Bachelor degree level
STEP #5: CREATING A DEGREE PLAN
*Once all hours have been assessed, each student will need to receive a degree plan
*The degree plan consists of the list of courses from the Degree Programs and should indicate where credits have been applied for courses transferred and life learning credits applied. This could be indicated by marking through those courses for which credits have been applied. Just make sure there is clear indication which courses the student must take from the list.
*The degree plan should be put in the digital student file for record keeping
*The student should receive a degree plan email that explains the process and the importance of ONLY taking the courses on their degree plan. The students are responsible for their degree plans, but advising is available, if necessary.
*The student will need access at all times to their degree plan for reference. Access should be provided through the student management system.
MINIMUM REQUIRED GENERAL EDUCATION COURSES: All degree plans must include a minimum of thirty hours of general education
credits. When setting degree plans, it is vital to ensure that all students complete a minimum of general education courses as follows:
English and Communication - 3 courses (Bachelor level) 2 courses (Associate level)
Social and Behavioral Sciences - 2 courses (Bachelor level) 2 courses (Associate level)
Mathematics and Natural Science - 2 courses (Bachelor level) 2 courses (Associate level)
Humanities - 3 courses (Bachelor level) 1 courses (Associate level)
There are many transfer course options that may meet these requirements.