Tuesday, June 15, 2010

Electronic College Transcripts

I sat in on a very interesting meeting today involving transfer admissions and XML transcripts. While this might not seem exciting to talk about, it could lead to a dramatic change in the processing and review of files in the future. At this time, a college transcript is mailed to us, opened, scanned, and then moved into a student's file, which is then placed into a group of files the need to be reviewed for admission. Let's say we pull up a transfer application for review. We would look at the transcript(s) to determine what classes will transfer, how many hours will transfer, and determine the transfer GPA. If we admit the student, an evaluator must then manually enter in each class, credit hour and grade for each college course, and our articulation system that will translate the coursework into UGA courses (the system is what the Transfer Equivalency site is based off of).

With an XML transcript, the transcript will come in, and if it matches an admission file, it would be pushed into the articulation system on a course by course basis, calculate the GPA and hours, and wait for a review by an admissions evaluator. The evaluator will review the file for any oddities, review the grades and hours, and then move forward with an admission decision. In other words, it will take a lot of data entry out of the situation, and make the entire process more streamlined and efficient.

While we are still months (or more) away from making this process a reality, I am excited about our office taking these steps! Our hope is that in the near future, we will be able to make transfer decisions quicker, more efficiently, and with less data entry (and with greater accuracy). This will also help in entering dual enrollment work for freshmen students and transient work for current UGA students.

Go Dawgs!

22 comments:

  1. just a general question...what is the typical course load for a full-time freshmen student at uga, with regard to per semester? just trying to sort my schedule before orientation! thanks mr. graves! :)

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  2. Shelly: Generally, a full course load for a semester would be around 15 hours (give or take a little due to lab courses, 1 hour Freshman Seminar courses, etc.) 15 per semester for four years means 120 hours, which is approximately what is needed to graduate for most programs.

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  3. how many hours that is...sorry should have specified! thanks

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  4. could you assess this for me? do you think it would be plausible to graduate in the span of four years with a dual-degree in sport management and "marketing and int'l bus. co-major" (as it is called) ?

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  5. Shelly: I leave the advising role to our wonderful group of advisors in the academic areas, and they would be the best group to give you advice and understanding of the majors you have described and the time line for graduation.

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  6. If I were to submit my application for spring quickly, do you think I would hear back before Aug. 22? If I don't get into UGA, I have to stay at my current school and that is the last day to drop classes in order to get a refund of tuition.

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  7. Elizabeth: At this time, I could not tell you any exact timing for Spring 2011 decisions. I should know more later in the summer.

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  8. is the online transfer application open yet?

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  9. for non-trad we are supposed to write a letter detailing wat we've been doing since we graduated high school,is their a space on the admission application or we suppose to send them thru maiil? plus wats the enrollment percentage of non-trad students at UGA?

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  10. Anon: I expect that the online transfer application for spring will be open next week (I do not have an exact date or time).

    Anon II: Yes, a non-traditional student needs to write a letter detailing what they have been doing since HS, and you can look at http://www.admissions.uga.edu/article/transfer_application_information.html for more information on what is needed. I do not have numbers on non-traditional students on campus, but it is very small.

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  11. When you need to get the finaly transcript in for accepted fall students?

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  12. What documents or forms would need to be completed for a student who was a homeschool student, then enrolled with an accredited high school (where the high school did not place the homeschool credits on the transcript, but the homeschool credits were counted towards the diploma)?

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  13. What is the address that a transfer student should mail their transcript?

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  14. i am applying as a pre-pharmacy major with a 3.64 GPA what are my chances of getting in based on my GPA and major. what other factors are considered for transfer admission.

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  15. So the only way for fall 2010 admitted students to send transcripts in is by mail? I thought counselors were going to do it. My counselor sent in my transcript already, but I called UGA today they said they haven't got it.

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  16. Anon I: I would suggest getting in your final HS transcript ASAP, but the final deadline is before the first day of classes.

    Krista: We would need the HS transcript from the accredited school (along with the school evaluation), and you would enter in the grades off the transcript onto the self-reported grade report.

    Anon II: The address is Terrell Hall.

    Anon III: For transfer admission, we look for the most part at grades and hours, so it would depend on how many hours you have completed. Right now, you are well on your way with your grades.

    Anon IV: We accept either a paper transcript or an electronic one through the GA411 site for GA HS students. Transcripts are loaded in the day we receive them, and it will then show up on the status check with an updated date. Be patient for a few days, then contact your HS to make sure it was sent.

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  17. Do you know when they will start releasing spring admission decisions? Also, I know that with incoming freshman you look at rigor along with GPA but is that the case with transfer students as well?

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  18. Carrie: I do not have an exact time, but hopefully we will start reviewing spring transfer students in mid-late July. We are looking at grades and hours in our transfer review, and since we only look at transferable courses, we are not looking at "rigor", since all transferable courses are able to come into UGA.

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  19. I am currently a student at GSU, and i applied as a transfer a few weeks ago for the spring 2011. My GPA is a 3.02 with 63 credit hours. Do i have a significant chance of getting in so that i can have a mindset of getting ready to move to athens? Thanks.

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  20. Christopher: Until we have a chance to see a student's application and transcripts during the review process, we do not guess about a decision. The consideration levels for admission for Spring term are the same as for Fall 2010.

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  21. Hello, I applied for transfer admission for Spring 2011 on August 16th. I applied later than I would have normally because I had to wait until the courses I took this summer at KSU appeared on the official KSU transcript. MyStatus says that everything's been received..is there any way to anticipate when a decision will be made? I've got the required 30 hours of transferable courses completed and my GPA is around 3.6 for tranferable courses. I'm not looking to see what my chances are, but rather, when a decision can be expected.

    Thanks,

    Maggie

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  22. Maggie: I could not predict when you will receive a decision, as there are a number of other factors surrounding this timeline (how many other applicants, when they were complete, etc.). My best guess is that by late Sept., most of the spring transfer decisions will be done.

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