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Recording Transfer Credit on the Student's Record

Transfer credit becomes part of a student's record, and as such is frequently used for advising, checking course prerequisites, and assessing progress made towards a credential (Association of Registrars, 2003). If a student needs a record of their transfer credit, most institutions are capable of producing an unofficial student record, often referred to as an internal or advising transcript. These records are usually available on-line to the student and to advisers. The details of transfer credit awarded should appear prominently on this record, and credit totals should include transfer credit as appropriate to the institution's record system.

Some institutions use an additional feature of their student information system (SIS): a transfer evaluation summary that gives a student or adviser the clearest indication from where each part of the student's total transfer credit came. This on-line document can also be sent by email to a student when  admission is granted. If it is uncertain at the time of admission whether transfer credit for any external course will be awarded, the institution should indicate that the request for credit is "currently being evaluated" or "to be determined". If no credit is to be awarded for a course, the summary should state that explicitly, and should not give the impression that credit might be awarded at a later date.

The student's official record or transcript, released at the student's request to prospective employers and to other educational institutions, need not contain full details of transfer credit. However, transcripts from most institutions will summarize the discipline in which transfer credit was granted, the amount of transfer credit granted, and the institution(s) at which the transferred courses were taken. Some institutions indicate only on records that "[n] units of transfer credit have been applied" and do not include the credit's source or allocation. Summary formats such as these avoid issues relating to the endorsement or validation of another institution's courses, but may not convey valuable information about the student's complete academic record.