External Credit Information for Faculty and Staff
Transfer students are an important part of the UVA community, and we all play a part in helping them transition smoothly. Schools and the Provost’s Office have been working together to create a more consistent approach to evaluating external credit (i.e. transfer credit).
This page gives faculty and staff the basics: what is changing, what is staying the same, and how to point students in the right direction.
These changes affect new transfer students, first-year students seeking to transfer credit, and current students who complete coursework elsewhere.
What has not changed:
- Students still submit transcripts through existing processes
- Transcripts submitted as part of the admissions process will continue to be automatically submitted for evaluation for potential transfer credit.
- Transcripts submitted after matriculation should be sent according to the instructions provided by the student’s school of enrollment.
- Schools still communicate directly with their students about transfer credit policies and procedures.
- Questions about specific coursework, transferability, or school policies should be directed to the student’s school of enrollment.
What has changed:
- Stellic is now where students go to see their transfer credit.
- Students should check Stellic to see whether transfer credit has been accepted and how it is being applied toward their degree requirements.
- Accepted transfer credit still appears in SIS, but students should be encouraged to review it in Stellic, where related actions and communications will occur.
- Requests for additional materials are managed in Stellic.
- If a syllabus, course description, or other documentation is needed to evaluate transfer credit, students will receive the request in Stellic. They will also get an email notification at their UVA account, but they must log in to Stellic to view the request and submit the materials.
Background: How evaluation works now
Schools now process transfer credit within Stellic, and transfer credit rules are managed in the system as well. Schools also collaborate in evaluating transfer coursework. Read more about the principles guiding those processes here.
These changes largely affect internal processes rather than the student experience, but they may be helpful background for faculty and staff who interact with transfer credit matters.
Helping students: Common questions
Q: A student asks where to send their transcript. What should I tell them?
A: Transcripts submitted during the admissions process are evaluated automatically. For transcripts submitted afterward, students should follow the instructions from their school of enrollment. Additional transcripts must be official copies and sent to the specific school, not to Admissions.
Q: A student wants to know whether their credit transferred. Where do they look?
A: This can be viewed in Stellic. The Transfer tab on the student’s profile shows whether credit was accepted and the UVA course (or general credit type) it is equivalent to. The Track Progress menu shows how that credit counts toward specific requirements. New students who are early in the enrollment process may not see requirements (e.g. gen eds) applied to their profile yet; that is expected.
Q: A student says they were asked for a syllabus. What should I tell them?
A: A syllabus or course description is not needed for every course. When one is requested, the request appears in Stellic, with a notification sent to the student’s UVA email. Students should respond as quickly as possible so the evaluation can continue, and they upload the material in Stellic.
Q: A student has a question about transfer credit policy or a specific course. Who should they contact?
A: The advising office in their school of enrollment. Policies can differ for credit earned before versus after a student begins at UVA, so students should consult their school’s specific policy. General and school-specific policies are published in the Undergraduate Record and the Graduate Record.
Student-facing information is available here.
Q: A student has a question about using Stellic. Who should they contact?
A: They can email [email protected]. The Stellic@Virginia team will respond within two business days, usually faster.
Who to contact
For questions about transfer credit for a specific student, refer them to the advising office in their school of enrollment.
For area-specific questions, please reference this page, which lists the faculty and staff who have served on the external credit steering committee and may be helpful contacts.
If you are asked to evaluate credit
Some faculty, typically those with responsibility for undergraduate programs, may be asked to review syllabi or other course materials to help evaluate transfer coursework. If that may be you, your school will share additional guidance.
Thank you for helping students navigate these changes.