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Print this page to use as a checklist when you meet with transfer students.

Application Action Plan

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This action plan will help you explore the admission application process with students. The plan will also help you navigate the resources available to students as they apply to colleges and universities.

  1. Have students write the application dates and deadlines on a calendar. Admissions Information provides access to admissions websites for colleges and universities in Minnesota.
  2. Encourage students to familiarize themselves with the transfer contacts and policies at colleges or universities. Transfer Websites provide specific transfer information for colleges or universities.
  3. Have students look up the college or university accreditation status and accrediting body and compare it to the transfer policy at the college or university to which you intend to transfer. Colleges and universities consider an institution's or a program's accreditation as one of the factors they use to evaluate credit for transfer. Students can use the following links to look up accreditation depending on the state the school was located:

    http://www.msche.org/institutions_directory.asp Middle States;
    http://cihe.neasc.org/about-our-institutions/roster New England Association of Colleges and Schools;
    http://www.hlcommission.org/Directory-of-HLC-Institutions.html Higher Learning Commission;
    http://www.nwccu.org/Directory%20of%20Inst/Directory%20of%20Institutions.htm Northwest Commission of Colleges and Universities;
    http://www.sacscoc.org/membershipInfo.asp Southern Association of Colleges and Schools;
    http://www.accjc.org/directory-of-accredited-institutions Western Association of Schools and Colleges, Accrediting Commission for Community and Junior Colleges;
    http://www.wascsenior.org/institutions Western Association of Schools and Colleges, Accrediting Commission for Senior Colleges and Universities.

  4. Have students calculate their GPAs at the new institution for the grades they have earned at their current institutions. This calculation will help determine if they have the minimum grades needed for admission. If not, encourage students to find other program options.

    Learn more information about GPA requirements and calculation:

    Notes about GPA to tell students

    • Depending on where you are in the process, GPA requirements may be different for admission to the college, for special admission requirements for a program, or for a major.
    • Some colleges include pre-college courses and repeat courses in GPA and others may not include them. Consult with a transfer specialist for specifics.

    Sample GPA calculation tables

    Courses Completed:Letter Grade:Grade Points:# of CreditsTotal Grade Points
    ENGL 1100 A 4.0 3 4.0 x 3 = 12
    BIOL 1200 B 3.0 4 3.0 x 4 = 12
    PSYCH 1611 B 3.0 3 3.0 x 3 = 9
    MATH 1030 C 2.0 3 2.0 x 3 = 6
    PHYS 1101 F 0.0 4 0.0 x 4 = 0
             
    Totals     17 39

    GPA = 39 grade points -:- 17 credits = 2.29
    (Note: A "D" grade, not included above, is 1.0)

    Convert Quarter Credits to Semester Credits:
     Quarter CreditsSemester Credits
    1
    .67
    1.5
    1.0
    2
    1.33
    3
    2.0
    4
    2.67
    4.5
    3.0
    5
    3.34
    6
    4.0
    7
    4.67
    7.5
    5.0
  5.  
  6. Tell students they can attempt to improve their GPAs by repeating courses for which they received poor grades.

    Notes about repeating courses to tell students

    • Repeating a course does not guarantee you will receive a better grade.
    • You must have a lot of self-control and discipline to do better in a course the second time around. Be prepared to put more effort into the course than you did the first time.
    • When a course is repeated, some colleges or universities count the most recent grade, some count the better grade and some average both grades together.
    • Check your new institution's policy on grade acceptance and repeating courses by calling or e-mailing the transfer specialist. Some schools do not accept F grades, so repeating may not be an issue.
  7.  
  8. Have students order official transcripts from each college they attended and have them sent to the new institutions by the application deadlines. Tell them to also get unofficial copies for meetings with transfer specialists, counselors, advisors, or faculty members.

    An official transcript...

    • Has the institution's seal and is sent directly from the current institution to the receiving institution, OR
    • Has the institution's seal and is put in a sealed envelope. Have students take or mail these transcripts unopened to their receiving institutions.
  9.  
  10. Remind students to do the following tasks on time: complete application, pay application fees, and find out if additional applications are required for specific programs. Admissions Information offers deadlines for colleges and universities in Minnesota. Note: A deadline may require that the student have a complete file (application, transcript, etc.) at the institution, not just the application form.
  11. Encourage students to read all information from their institutions. These documents and e-mail messages often contain admission status, transfer credits, and program information.
  12. Have students visit campus in person and online at least once before classes start to find out about parking, transportation, classroom locations, and how to get a library card. Access college and university websites on the Admissions Information page.
  13. Remind students to plan for the next steps in the admissions and transfer processes by reviewing the information in the Financial Aid and Student Services sections in the Student site.

    Always Keep in Mind

    • Speak with a transfer specialist if you have any questions or concerns as you help students.
    • Have students keep all course syllabi and outlines in a safe, accessible place. They may need them to transfer credits or if they return to college after absences.
    • Encourage students to get involved at their new institutions by attending orientations and joining clubs to make new friends.
    • Colleges and universities have an appeal process if students are not satisfied with transfer decisions. Direct students to the appeal process on your website, in your catalog, or have them contact the registrar for more information. The Minnesota State Colleges and Universities provide an appeal process at the college or university and at the system level.

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