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Transfer Credit Evaluation Requirements

Story Prefix: XFER Feature Area: Transfer Credit Evaluation System Overview: university-reg-features.md Related docs: Degree Programs (equivalency mapping) → degree-programs-requirements.md | Academic Records → academic-records-requirements.md | Authentication → user-authentication-requirements.md | Document Management → document-management-requirements.md

XFER-001: Submit a Transfer Credit Evaluation Request​

As a Student I want to submit courses from another institution for transfer credit evaluation So that I can receive credit toward my degree for work I have already completed

Acceptance Criteria​

  • Students can create a transfer credit request by providing: source institution name, course title, course code at the source institution, credit hours, grade earned, and the year/term completed
  • Students must attach supporting documentation (official or unofficial transcript, course description, syllabus) for each submitted course; file upload follows Document Management rules (DOC-001)
  • Multiple courses from the same or different institutions can be included in a single request
  • Submission triggers a notification to the student confirming receipt and providing an expected review timeline (see notifications-requirements.md)
  • Students cannot submit a duplicate request for a course already under review or already decided

XFER-002: Review and Decide on Transfer Credit​

As an Academic Staff member I want to evaluate submitted transfer credit requests and record decisions So that students receive accurate credit recognition for prior coursework

Acceptance Criteria​

  • Academic Staff and Administrators see a review queue of pending transfer credit requests filterable by status, source institution, and submission date
  • For each submitted course, reviewers can: approve as a direct equivalent to a Curriculab course (with mapping to a specific catalogue entry — DEG-005), approve as general elective credit (with a category), or deny with a required reason
  • Partial approval is supported: some courses in a request can be approved while others are denied or held pending more information
  • Reviewers can request additional documentation from the student; the request pauses the clock on the review SLA and the student is notified
  • All decisions are logged in the audit trail (AUTH-010) with the reviewer's identity and timestamp

XFER-003: View Transfer Credit Decisions​

As a Student I want to see the outcome of my transfer credit evaluation So that I know which courses were accepted and how they apply to my degree requirements

Acceptance Criteria​

  • A transfer credit summary page lists all submitted courses with their decision status: Pending, Approved (with Curriculab equivalent or elective category), Denied (with reason), or Additional Information Requested
  • Approved transfer credits appear in the student's enrollment history (REC-002) and are reflected immediately in the degree audit (REC-006) with a "Transfer Credit" label
  • Students receive a notification when a decision is made on any course in their request
  • The transfer credit summary is accessible to the student, their Advisor, and Administrators

XFER-004: Appeal a Transfer Credit Decision​

As a Student I want to appeal a denied transfer credit decision So that I have a fair opportunity to present additional evidence if I believe the denial was incorrect

Acceptance Criteria​

  • Students can submit one appeal per denied course, providing additional documentation and a written explanation
  • Appeals are routed to a senior Academic Staff member or department chair (not the original reviewer) for a fresh evaluation
  • The appeal process has a configurable SLA (default: 10 business days); the student is notified of the outcome and SLA deadline
  • Appeal decisions are final; a second appeal on the same course is not permitted without new, material evidence approved for submission by an Administrator
  • All appeal actions (submission, decision, SLA breach) are logged in the audit trail (AUTH-010)

XFER-005: Apply Approved Transfer Credits to Degree Audit​

As an Advisor I want to confirm how approved transfer credits are applied to a student's degree requirements So that the degree audit accurately reflects the student's remaining obligations

Acceptance Criteria​

  • Approved transfer credits are automatically applied to the degree audit (REC-006) based on the equivalency mapping set during review (XFER-002)
  • Advisors can adjust how a transfer credit is applied to a requirement category (e.g., move from "General Elective" to "Technical Elective") with a mandatory reason note; the change is logged
  • The degree audit clearly distinguishes transfer credits from Curriculab-completed courses (labeled "Transfer — [Source Institution]")
  • Changes to an equivalency mapping (DEG-005) after a transfer credit has been applied trigger a recalculation of affected students' degree audits and notify their Advisors