TRANSFER CREDIT EVALUATION POLICIES AND PROCEDURES
Official transcripts from colleges and universities considered for transfer credit must be received, opened, authenticated and stamped as "Official" by personnel authorized by the SWCU registrar. The registrar's office will not accept transcripts opened by other offices or agencies of the university unless they have been authorized by the Registrar as official agents of the registrar’s office. Unauthorized offices or personnel of the university should be careful when opening mail and should forward all official college/university transcripts to the Office of the Registrar and alert the registrar's office immediately if an accidental opening occurs. Once official transcripts are received and stamped by authorized personnel, official copies must be sent to the Office of the Registrar where they will remain a permanent part of the student’s record. The registrar’s office will transfer credits to the SWCU transcript after an official evaluation of transcripts as they apply to equivalencies and course/program requirements.
INITIAL TRANSFER CREDIT EVALUATION
Admissions offices may conduct initial, unofficial transfer credit evaluations for prospective students and those who are enrolling in courses for the upcoming semester or module, but until the registrar's office transfers credits to the SWCU transcript, the initial transfer credit evaluation is only an estimate, and transfer credit acceptance and equivalency cannot be guaranteed as stated by admissions personnel. However, the registrar's office will use the initial, unofficial evaluation as a guide for transferring credits. Any errors or discrepancies will be communicated with the admissions office that conducted the initial evaluation.
GENERAL TRANSFER POLICIES
- As specified by the academic council and the university catalog:
- All credits from regionally-accredited universities will transfer as long as students have earned grades that match SWCUs grading standards (e.g. Comp I and II and all upper-level courses 3000-4000 must have a grade of "C" or better to transfer). However, not all credit will apply toward the degree program. Students may finish their degree at SWCU with more than the stated program total of credit hours depending on the program chosen. No matter the number of credits transferred, all transfer students must complete at least 30 credit hours of course work in classes offered through SWCU in order to graduate from SWCU and 60 hours from a bachelor's degree granting institution, including those to be earned at SWCU.
- Credits from nationally-accredited institutions are accepted on a case-by-case basis. Most nationally-accredited credits will count as elective credit unless there is some type of articulation agreement in place between SWCU and the other institution. However, the registrar may petition a department chair or dean with expertise in the field in question if it is determined there may be an opportunity for equivalencies to be applied. The department chair or dean will document the approval of the equivalency using a substitution form.
- Credits from non-accredited institutions are not accepted unless there is a previously established articulation agreement in place between SWCU and the other institution.
- For students matriculating to SWCU as of fall 2013, either by initial admission or readmission (after they have been away from our institution at least a semester), cumulative GPA will not be transferred with transfer credits. Therefore, the SWCU transcript will show a grade of TR (transfer) for those courses accepted for transfer, and those not accepted for transfer will not show on the SWCU transcript. (Students may file a written appeal with the Office of the Registrar if they feel a course should be accepted for transfer. In this case, the academic council will be consulted for a decision.) If GPA from other institutions is needed for evaluation for scholarships or athletics, the registrar's office can be contacted, and copies of the official transcript from other institutions can be generated.
- Transfer credits will be transcribed to the SWCU transcript immediately upon receipt, and copies will be sent to the various admissions offices.
OFFICIAL TRANSFER CREDIT EVALUATION
The official transfer credit evaluation is completed when transfer credits appear on the student's SWCU transcript and degree audit. If applicable, the transferred classes will be assigned equivalencies that will appear on the student's degree audit in the student portal.
Transfer credits are evaluated by the Office of the Registrar based on accreditation of the transferring institution, course descriptions from the effective catalog at the time the student took the course, college level (lower or upper division), and, when necessary, on the approval of the department chair or dean of the area of study. For institutions in Oklahoma, the transfer equivalency is determined by the Oklahoma State Regents of Higher Education transfer program (http://www.okhighered.org/transfer-students/course-transfer.shtml). Credits accepted for transfer with no equivalency will transfer as electives only.
TRANSFER CREDIT EVALUATION APPEAL
Students who wish to appeal transfer credits and/or equivalencies may do so by submitting to the registrar's office a Transfer Credit Equivalency Appeal Form within 90 days from the time the transfer credits appear on the student's SWCU transcript and degree audit. The appeal must include a rationale for a change in the equivalency supported by evidence, including by not limited to course descriptions and/or course syllabus. The registrar will not consider appeals that include verbiage referring to what admissions personnel told the student in an unofficial transfer credit evaluation.
Once the appeal is received, if the registrar determines the appeal cannot be supported by the evidence provided, the registrar will consult with the department chair or dean who administers the course/s in question and, if necessary, the dean of the college of the course in question. The decision of the department chair or dean is final and will be communicated to the student by the registrar within 30 days from the time the appeal is received.