Transfer Students

How to Add Transfers to OnlineSMART How to Set Up Evaluation Periods for Transfers How to Calculate CGD/MTF for Transfers How to Track Previous Schools

How to Add Transfers to OnlineSMART

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Follow these steps to ensure accurate Time Remaining on student profiles and SAP reports.

1. Go to the student's Academics tab.



2. Select Transfer Code from the available selections:
• Transfer from another course (Within Institution)
• Transfer from another campus (Same Institution)
• Transfer from another school (Same State)
• Transfer from another school (Different State)
• Re-enroll SAME course (Within Institution)
3. Enter Transfer Hours.
4. Enter Transfer Credits and Clinic Transfer Hours (if applicable).
5. Go to the student's Financial tab.
6. Under the Student Contract section, select Edit on the first row of the table.
7. Subtract the Transfer Hours from the ContractHours column. Click Update.
• You may also edit Tuition, Fees and BooksKits as needed.

How to Set Up Evaluation Periods for Transfers

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Following these steps will ensure transfer student's actual evaluation periods are included in notifications.

1. Edit the Hours/Credits Per Pay Periods section of the course the student is enrolled in.
2. Leave the first line as the typical set up e.g. a 1500 hour course will be 450/450/300/300.
3. Add/edit the row beneath it.
1. Example: a transfer student has 750 of 1500 hours required, enter 375 in both Period 1 and Period 2. Leave all other fields at 0.
4. The system will now recognize those periods as evaluation periods.*

*The Approaching Evaluation notification will see all evaluation points as triggers for the alert. In the above example, all students will trigger at 375/450/750/900/1200/1500 regardless of transfer status.


How to Calculate Contract Grad Date/Max Time Frame for Transfers

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1. Enter the student's Enrollment date as the Start Date in the Estimated Contract Calculator (ECC).
2. Subtract their transfer hours from their contract hours and enter the remaining amount as Contract Hours in the ECC.
3. Enter their Scheduled Hours Per Week in the ECC.
4. Account for any School Closures during the student's schedule.
• Accomplish this by running the School Calendar report and noting the total amount of closures during the periods specified by the ECC.
5. In the Student’s profile, select the Financial tab and enter the new Contract Grad Date. (Max Time Frame will populate based on the last day of their schedule)
6. Schedule the student out to their Max Time Frame.

How to Track Previous Schools

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Previous Schools is a user-configurable field that will need set before being populated on student profiles.

1. Go to Administration > Previous Schools
2. Set the Abbreviation and Name
3. Click Save

Once configured, the school will be an available selection on the student profile page.

1. Go to Personal > Previous School
2. Choose the student's school from the drop down box
3. Click Save