Courses, Transfer Credit, and Ongoing Classes

Review the standard Slate fields available for storing person data under each section of the profile tab. This knowledge will help avoid field duplication when adding custom fields and prompts.

Jobs and courses data are also saved as grouped fields.

Course 1

  Why aren't there any institutions?

To add a course for a school, a school must first exist on the schools section of the profile tab. Once a school is added, that school will become available for selection in the institution drop down menu.

Transfer Credit Articulation

Automatically evaluate student courses associated with previously attended schools against an institutional course catalog to assign transfer credit.

Creating an Institutional Course Catalog
Create an Institutional Course Catalog by importing courses to the Course Catalog using Upload Dataset. The Course Catalog is a list of courses offered at your institution.  
  1. Add the Course Catalog Source Format to the Source Formats section of your instance.
    • Select Database.
    • Select Source Format Library.
    • Select Course Catalog Import.
    • Select Add.
  2. Create an Excel spreadsheet of the courses to be imported (see attached sample data file below for example). The spreadsheet columns are as follows:
    • key - Leave blank to add courses to the institutional course catalog
    • number - Used for matching existing courses (in combination with key)
    • name - Required to create a new course
    • active - Defaults to active, if not provided, bit (1/0)
    • department
    • realm - Leave blank
    • start_semester - Date (1900-01-01)
    • end_semester - Date (1900-01-01)
    • external_id - Used for matching existing courses (in combination with key)
    • grade_level - Will attempt to match a value of a prompt with key: course_grade_level
    • level - Will attempt to match a value of a prompt with key: course_level
    • type - Will attempt to match a value of a prompt with key: course_type
    • credits - Real number
    • description - Can be HTML formatted text or plain text
    • user - This will attempt to match the username (e.g., dflock)
  3. Import the course data to create an Institutional Course Catalog using Upload Dataset.
The Course Catalog can also be seen and managed administratively from the Database.
  1. Select Database.
  2. Select Course Catalog under Records.
  3. Select Insert to create new courses.
  4. Select a course to view or edit an existing course.
Adding Course Catalogs to Organization Records

Import courses to the organization dataset in Slate to create organization course catalogs. The articulation process will compare these courses to your institutional courses to assign credit.

  1. Add the organization record key (CEEB) to the spreadsheet "key" column.
  2. Update all other columns with the appropriate course data for organization course records.
  3. Import course data to create organization record course catalogs using Upload Dataset.
  4. Existing organization course records can be updated on import with a record match on organization: key and organization course: external id or organization: key and organization course: number.


If the "key" column is not blank but does not exist in the organization dataset, the row will be skipped on import. If the "key" column is blank, an Institutional course record will be created.

Creating Course Articulations

Course Articulations are created on organization records. They define the relationship between institutional courses and organization courses.

  1. Select Search Database in the top navigation bar and select Organizations.
  2. Search Partial Match: name and select Organization record from the list.
  3. Select the Organization Profile tab.
  4. Select Course Articulation.
  5. Select New Course Articulation.
  6. Enter the following configurations in the dialog box:
    • Status - Active/Inactive
    • Department - Department name
    • Articulation Name - Use a naming convention that makes sense for your process
    • Department - Department name
    • Transferred Course(s) - Add course or courses from the institutional course catalog
    • Requisite Course(s) - Add course or courses from organization course catalog


  • If more than one course is listed under “Requisite Course(s),” all requisite courses must be met on the student record to give credit for “Transferred Course(s).”
  • If more than one course is listed under “Transferred Courses(s),” the student who meets the articulation criteria will receive credit for all transferred courses.
Collecting Course Data

Course data in Slate is school-scoped. Course records are assigned to school records which are assigned to person records. Course data can be collected on the student record by import via Source Format in Upload Dataset, on the Slate Application: School History page or on a Form. 


When collecting courses using the standard School History page of the Slate application, remember to enable Course Number. This field is disabled by default.

Executing Source Articulations

Course Articulations can be executed administratively on the Student record.

  1. Select the Profile tab on the Student Record.
  2. Select Courses.
  3. Click Articulate Courses.
  4. Select Course Articulation.

When courses on the student record match articulations developed previously on organization records, articulations will render on the Course Articulations section of the Courses tab.

Course Articulations use the following criteria to match school courses on the student record to an existing course articulation on an organization record:

  • School CEEB match on Organization Key (CEEB) 
  • Course Number 
  • Semester Start/End Dates 
    • Start/end dates for courses on the student record must fall between specified date range on an organization course.
    • If date range is blank on an organization course, any start/end date on student record course will match.
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