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Transcripting guide for Department Exchange/Faculty-Led Program Coordinators at Oregon State University.

Transcripting guide for Department Exchange/Faculty-Led Program Coordinators at Oregon State University.

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  • This presentation was prepared by International Degree and Education Abroad at Oregon State University.Transcripting Guide for Departmental and Faculty-Led Program Coordinators at OSU
  • Before your students participate in the department exchange or study abroad program, they will be registering for general “Overseas Studies” credits. The blanket credits, for example OSAB 388, indicate that your students are overseas for the term and that they are still maintaining their full-time student status at OSU. This will allow students to access federal student financial aid as they normally do when they are at OSU. The name and number of the blanket credits do not indicate the actual courses students are taking, or the number of credits they are earning.Once the program has ended and the students’ grades become available, you, as the program coordinator, are responsible for preparing transcripts which show the actual course titles, number of credits, and the grades students earned.After you prepare the transcripts, you will send them to the OSU Registrar’s Office, and they will manually enter your students’ grades and credits into Banner. At this point, your students will be able to see their grades via Online Student Services.
  • We will go over the transcripting process step-by-step, and use the following student as an example.Benny Castor studied abroad in Madrid, Spain during the fall term of 2012.He took 4 classes and earned 15 credits total.He registered for the blanket credits of “OSAB 388: Overseas Studies” for fall term.And this faculty-led program was offered by the OSU College of Liberal Arts, Department of International Studies.
  • Benny Castor took these courses in Madridand earned the following credits and grades.OMAD 288: 2nd year Spanish, 4 credits, A+OMAD 388: Culture of Northern Spain, 3 credits, BOMAD 488: History of Modern Spain, 3 credits, B+OMAD 388: Language Culture and Society, 5 credits, CNote: the course code “OMAD” is designated for this specific Madrid program coordinated by the Department of International Studies. You may have your own O-code for your program. If needed, contact the IDEA office to create a new code.
  • Here is an example of a transcript template. As a program coordinator, it is a good idea to keep the master copy of the template, and highlight any information that needs to be modified for each student each time you prepare a transcript, such as student name, ID, term and date. If you need a PDF template, please contact the IDEA office.Note: When entering student’s name, please follow the format of last name all in capital, first name, and middle name if applicable. OSU student ID number should be entered without dash or hyphens. Select the appropriate term from the drop-down menu, choose the corresponding Banner term, in this case 201301 for Fall term 2012, and the start date of that particular term.
  • The “2nd year Spanish” course Benny took in Madrid is an example of a “direct equivalency,” meaning, the same course is offered at OSU, and therefore the same course title and number are entered into the student record. In this case, SPAN 211: Second-year Spanish. When there is a direct equivalency, the number of credits must be the same as the course offered at OSU. In other words, if this “2nd year Spanish” were a three-credit course in Madrid, it cannot be recorded as SPAN 211, as that is a four-credit course at OSU.Notice, Benny earned an A+ for the course in Madrid. You may leave A+ as is, however, since A+ does not exist in the OSU grading system, it will turn into an A when the transcript is processed in the Registrar’s office.
  • Both “Culture of Northern Spain” and “History of Modern Spain” are courses that do not have a direct equivalency. In other words, these courses are not offered at OSU. For classes that do not have a direct equivalency, you would need to use the designated O-code for the course number. In this case, OMAD 388 for Culture of Northern Spain, and OMAD 488 for History of Modern Spain. The O-code courses are typically entered as 188, 288, 388, or 488, according to the level of the course contents. Since the OMAD only indicates the fact that the course was taken through the Madrid program, you would need to enter the departmental code under the OSU course title section. ANTH indicates that Culture of Northern Spain is an anthropology course, and likewise, HST indicates that History of Modern Spain is a History course.
  • The last course, Language, Culture and Society is a bit tricky. OSU Anthropology department offers the same course, ANTH 350: Language, Culture, and Society. However, it is a three-credit course at OSU, where the course Benny took in Madrid is a five-credit course. In this case, you would need to split the credits into two sections. 3 credits of ANTH 350, as a direct equivalency, and to compensate the 2 additional credits, you would enter an O-code course, in this case, OMAD 388, with the same course title. In this way, if Benny decides to retake Anthropology 350 in the future at OSU in hopes to earn a better grade, he can replace the C grade he earned through this program. If there is no direct equivalency at OSU, students cannot retake the course. Note, if Benny earns a B in Anthropology 350 at OSU in the future, it would replace only the three credits of C he earned in Madrid. The two credits of OMAD 388 will remain as is.
  • Finally, you sign and date at the bottom of the transcript to certify that all the information is correct, and send it to the Registrar’s office, either via e-mail or campus mail. Make sure to keep copies of all of your students’ transcripts in your office for the period of time required by OSU.By clicking the “Print Form” button located on the lower right corner, you can save the transcript as PDF.
  • All transcripts should be sent to Laura Driscoll in the Registrar’s Office. It is ideal that you complete the transcripting process within a term after the students have completed the program, so that their grades and credits are available to be reviewed for financial aid and scholarship purposes.If you have any questions, please contact the IDEA office.


  • 1. Transcripting Guide for Departmental/Faculty-Led Program Coordinators International Degree & Education Abroad (IDEA) Copyright © 2013 OSU IDEA All Rights Reserved
  • 2. Study Abroad Transcripting • Most OSU education abroad students register for general “Overseas Studies” placeholder credits while they are abroad (e.g. OSAB 388) • Program Coordinator is responsible for entering grades/credits after the program ends • Once Program Coordinator sends transcripts to the Registrar’s Office, actual course titles/numbers, credits and grades will replace the Overseas Studies placeholder credits
  • 3. Example • Benny Castor spent Fall term 12 in Madrid, Spain • Took 4 classes, 15 credits total • Registered for the blanket credits: “OSAB 388: Overseas Studies” • The program was offered by OSU College of Liberal Arts, Dept. of Int’l Studies
  • 4. Overseas Courses Benny Castor took these courses in Madrid and earned the following credits & grades: OMAD 288: 2nd year Spanish 4 credits A+ OMAD 388: Culture of Northern Spain 3 credits B OMAD 488: History of Modern Spain 3 credits B+ OMAD 388: Language Culture & Society 5 credits C Note: The course code “OMAD” is designated for the Madrid program coordinated by the Dept. of Int’l Studies. You may have your own O- code for your program. If needed, contact the IDEA office to create a new code.
  • 5. Study Abroad Transcripting • Needs to be sent to the Registrar’s Office: or Attn: Laura Driscoll Registrar’s Office, Kerr • It is ideal to complete the transcripting process within a term after the program ends • Questions: Contact IDEA Copyright © 2013 OSU IDEA All Rights Reserved