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Transfer Credit Processor

Apply now Job no: 539903
Work type: Staff
Location: Pomona
Categories: Unit 4 - APC - Academic Professionals of California, Administrative, Probationary, Full Time, Student Services, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California– APC (Unit 4)

Job Classification: Evaluator I

Anticipated Hiring Range: $4,059 per month

Work Hours: Monday – Friday, 8am – 5pm, unless notified otherwise 

 

THE DEPARTMENT

The Office of Admissions is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Academic Affairs staff member is responsible for promoting. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that are in keeping with these divisional values.

The Office of Admissions is responsible for the admission activities for all domestic and non-resident undergraduate and graduate students, in addition to transfer credit for new entering transfer students. The Office is meeting the goals of the University by promoting the image of the University, its programs and uniqueness both domestically and internationally. The Office is also charged with assisting with the setting and meeting of the enrollment goals of the University via strategically reviewing trends, needs and capacity issues, planning with Deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the admission and enrollment processes.

The Office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community. Application processing, eligibility determination, counseling, transfer credit, reporting and enrollment planning are primary functions of this office.

The Office of Admissions is housed within the Division of Academic Affairs and reports to the Senior Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.

 

DUTIES AND RESPONSIBILITIES

Transfer Credit Processing

  • Assists with fetching and posting transfer credit work in PeopleSoft and making unit, grade or credit adjustments when necessary. Ensuring accuracy of quarter/semester unit calculation, GPA calculation, and grade averaging.
  • Posting transfer credit for articulated coursework for which there is no Peoplesoft rule built (especially out of state coursework for non-resident students). Maintain strong knowledge of Assist.org and the Transfer Evaluation System (TES) to determine current articulation rules and posting appropriate credit.
  • Assists with evaluating transfer credit and determining equivalency and transferability based on national guidelines, formal articulation agreements. Title V and university policies.
  • Reviews and applies as appropriate, approved adjustments to academic requirements and student records ensuring compliance with Title V and university requirements.
  • Resolve transfer credit errors and corrections that is within the scope of Admissions (not articulation).
  • Maintains general working knowledge of military credit and works with the Veterans Resource Center for the posting of appropriate military credit.
  • Re-posting of transfer credit for returning transfer students to Cal Poly Pomona. Ensures appropriate credit given for current articulation term.
  • Assist the International Counselor to ensure the appropriate posting of foreign credit, including but not limited to study abroad credit, incoming transfer credit from foreign institutions, and international baccalaureate (1B) college credit.

 

Transfer Admission Evaluation

  • Possess strong knowledge of transfer admissions eligibility to provide context to transfer credit, department mission, and core functions.
  • Assist with transfer admission confirmation and audits, which includes but is not limited to determining eligibility based on grade average, academic standing, completion of 60 transferrable units (30 of which must be in GE), verification of required transfer courses (e.g. Golden 4 -A1, A2, A3, B4), and supplemental course requirements for impacted majors.
  • Possess working knowledge on Associate Degree for Transfer (ADT) program, including but not limited to degrees CPP accepts, relevant coding in Peoplesoft and impact on student success and graduation.

 

Degree Progress & Compliance

  • Analyzes and reviews the degree progress report for incoming students to ensure GE and major requirements are met.
  • Works with various groups within Academic Affairs to determine if course exceptions can be made for incoming students.
  • Provides updates on issues related to the degree progress report, missing rules/articulation, and incoming transfer credit.
  • Ensures that all Associate Degree for Transfer (ADT) are accurately reported for incoming students.
  • Conducts audits and quality checks of transfer credit evaluations and degree progress reports for quality assurance purposes, ensuring accuracy and compliance with university/CSU policies and procedures.
  • Collaborate with their Lead/HEERA on maintaining the transfer credit error log and providing timely feedback to the advisors and colleges.
  • Reviews and updates student records to confirm the completion of GE, unit, ADT (if applicable), supplemental courses (if applicable) have been appropriately assigned and reflected on the students’ record.

 

Office of Admissions Administrative Support

  • Participates in all Office of Admissions, Enrollment Management & Services, and divisional staff development and staff meetings, and attends all major staff events to promote the University.
  • Conducts testing of admission systems and modifications (e.g., Cal State Apply application, Slate information/communication system, etc.)
  • Adheres to laws and policies established in regards to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a University employee.
  • Adheres to and properly advises prospective and admitted students regarding CSU residency policies.
  • Prepares and utilizes enrollment reports detailing application, admit and enrollment trends and prospective student inquiry analysis to determine yield strategies.
  • Performs administrative and programmatic duties as assigned. Including but not limited to providing generalist support at the department service desk and telephones.
  • Incumbent will perform customer service duties and support the front-facing counter of Admissions on a rotation/as needed basis as determined by the Lead Admissions Counselor and operational need
  • To ensure compliance and maintain the integrity of applicant and student records, staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.

 

QUALIFICATIONS

  • Equivalent to completion of a formal training program in academic records evaluation OR one (1) year of academic records evaluation experience OR any 12-month combination of training and experience related to academic records evaluation.
  • Knowledge of the format and interpretation of course records and transcripts of institutions of higher education.
  • Knowledge of authenticating course credits and comparing records of differing formats, such as foreign records.
  • Knowledge of campus curriculum requirements for majors, minors, terminal degrees, and special program designations.
  • Knowledge of application of campus resource guidelines for making determinations using various criteria.
  • Ability to be thorough, consistent, and accurate in the interpretation of records against criteria.
  • Ability to comprehend and interpret complex regulations or requirements and to apply them in the evaluation process.
  • Ability to maintain resources which document and update criteria.
  • Ability to explain criteria and evaluations to others.
  • Ability to make accurate records.
  • Ability to organize work to meet deadlines.
  • Ability to safeguard the confidentiality and security of records.

 

 

PREFERRED EXPERIENCE

 

  • Bachelor's degree preferred.
  • Familiarity with California community college courses.
  • Knowledge of Peoplesoft Course Credit and Test Credit modules.

 

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.  

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

 

CSU Classification Salary Range

This position is part of the Academic Professionals of California (APC) bargaining unit 4. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is: minimum $4,059 and maximum $5,712 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

  

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

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