General Student Assistance Procedures (Not System Specific)

A-Level Exams (updated 1/11/2024)

“A” Level Exams will be awarded two semesters of credit (either 3 or 4 hours per semester) for each subject passed with grades of A through E. “AS” Level Exams will be awarded one semester of credit (3 or 4 hours) for each subject passed with grades of A through E.  Note: A different letter marking scale is used. Marks of D and E are acceptable passing grades (a grade of E is equivalent to our grade of C). No credit is awarded for “General Paper.” The specific credit awarded will be determined by the academic division.

Here is a list of some of the common A Level exams.

Approving CLEP Requests (updated 12/11/2023)

If a student wants to take a CLEP Exam, they need to fill out the CLEP Test Approval form on Eaglenet.

The form will go to the Associate Registrar. The Associate Registrar will review the request for the following:

• The CLEP test is on the CLEP Policy as an approved CLEP test. https://www.jbu.edu/academics/registrar/alternative-credit/
• The student is eligible to transfer in credit.  CLEP is considered transfer credit.

The Associate Registrar will check to be sure the student is eligible to transfer in credits to JBU.  Students can only transfer in 9 hours in their last 45 hours at JBU.  Their last 36 hours to complete their degree must be taken in residence.  See Residence Requirements under Completing a Bachelor’s Degree in the JBU catalog.

Once you confirm the CLEP is acceptable, and the student is eligible to transfer in credits, you can approve the CLEP Request (or deny if needed).  An email will then be sent to the student.

Sample email if denied:

Sample email if approved:

International Baccalaureate Credit Equivalency (updated 1/11/2024)

JBU awards credit for International Baccalaureate scores in higher level (HL) subjects with a minimum score of 5. The table below details the JBU class for which you will receive credit if you score at least a 5.

Locating a Transcript (Various Locations) (updated 1/11/2024)

PaperVision

Check PaperVision first for transcripts that are not posted in Colleague.  Paper transcripts and electronic transcripts are saved to PaperVision. 

Q Drive

Electronic transcripts are saved on the Q drive at Q:\Academic Affairs\Registrar\Transcripts.  Not all EDI/Speede transcripts are saved here, but most are there. 

If you don’t find it here, look in Reporting Services/Academic Affairs/Registrar/Transcript Summary. 

High School transcripts saved on the Q drive will have an HS behind the student’s name. 

If we receive multiple transcripts for a student, you will see numbers behind the student name.  Check all of the transcripts for the student as these could be from different schools.

Reporting Services

To find transcripts in Reporting Services go to Reporting Services/Academic Affairs/Registrar/Transcript Summary.

You can change the date range, search by JBU ID, or search by Last name.  Click the View Report button on the right side of the screen to search for transcripts.  If you find the transcript, you can double click on the ID to open it.

Transcripts in reporting services are EDI/Speede transcripts.

Slate

Check Slate to see if Admissions has the transcript. Go to admissions.jbu.edu/manage/, search the student name, click the materials tab. This is the list transcripts received, both college and high school

What now?

If you found the transcript you were looking for and it has not been posted, ask the Computer Systems and Records Coordinator if it is in his/her bin to be posted.  If it is not, he/she can move it to that bin.

If you did not find the transcript in any of these places, we have not received it.

Processing NCS Transcript Requests: A Daily Process (updated 10/31/23)

Each morning, check TROS, in Colleague, for any new orders.

TROS- choose “NEEDS RESEARCH” from the drop-down filter.

For each requestor, Check PERC, in Colleague, to see if there are any Student Account Holds. (If Hold, refer to “Hold for Restrictions”)

Drill into an order No.

Drill into “View order”.

Pay attention to the detailed report.

• Any comments by the requestor, in the “Comments” box.
• Any attachments to include (see #3 “Needs Attachment Review)
• How many transcripts to print
• Delivery Method: “ExpressUnited States” (Express Mail), “Express” (Actually Certified Mail), Regular USPS mail, International, etc.

• Where to mail the official JBU transcript listed under “Recipient information.  Print envelope to this recipient and address.

Print (APPROVED TO BE RELEASED) transcript from either the 400 printer or Papervision and Squishy, Stamp issued to Student (if the transcript is going to the student), seal the transcript, and stamp Becky’s signature across envelope flap.

When needed, tape a sticky note on the outer edge of the envelope (so mail room will see)

• Notes for Special Mailing: (Express, Certified, Intl., NO signature req.)
• Name of requestor
• Where it’s going and/or the Order No. (very helpful for yourself when you need to search the order, and note the tracking # later)

Go back to TROS and drill into the order number

Under Comments type “Printed and mailed DATE and Initial”

Place a “Y” in fulfill order manually.  This will place the transcript request in an end state.

Continue down the “Needs Research” orders.

Hold for Restrictions

Any order with a transcript in Colleague will automatically place in the “Hold for Restrictions” drop down option.

Any order with a transcript NOT in Colleague, will be under “Needs Research”. Drill into the order No. of the name denied.

Type “Denied by Student Accounts” + the date when denied. (See below)

After 30 days have passed, Type a “Y” in the “Cancel Order”

“Fulfilled Offline” orders that need completed

Open the following reporting services report, to see which order is still open, and needs processed/completed.

Go to TROS screen in Colleague- choose “Fulfilled Offline” from the drop-down filter.

Locate the students found on the reporting services report in TROS, within this list. Drill into the Order No.

To see any special instructions and to print the envelope, go to TROS and drill into the order number and select TROD - Transcript Order Detail. Drill into the View Order option.

If the Delivery Method is “Hold for Pick-Up”, process, and hold at Reg. Office window for pick-up.

If Delivery Method is to be mailed or Express or Certified), print envelope and mail accordingly.

To print transcript:

While still in the “Fulfilled Offline” orders in Colleague, drill back into the order No. box and select “TRRQ-Transcript Requests”.

Place a “Y” in “Print Now”. (see below) Date produced should be empty, until you print transcript. After printed, this will have that day’s date.

Save all the way through the screens, & produce official transcripts ordered, and print on official transcript paper.

Needs Attachment Review

If you see Needs Attachment Review in the status of an order, this means you need to login to the NSC website and approve the attachment.

Go to https://www.studentclearinghouse.org/ and login.

Select Manage Transcript Requests.

Click on the number next to Requiring Attachment Review.

Click on the Review Attached Documentation Icon.

Scroll down and click Manage Attachments.

Click on the PDF to review the attachment.

After you have reviewed the attachment select Send with Order button and check the Document Review Complete. Then click Done.

Click “Apply Changes” and then OK.

Go to TROS, find the order with the Needs Attachment Review and drill into the order. 

Place a “Y” in the Reviewed Box. And click save and then update. The status should then change to “Ready to Generate” and then in a few minutes it should say “fulfilled” (as long as it was an electronic and not a printed request).

Official Transcript Sent By Our Office (Under special circumstances, with a release)

Have the student complete a transcript release, so we can request on their behalf.  –Located in the Q-drive (Q:\Academic Affairs\Registrar\Forms\Transcript Request-NSC Release) Once we have a singed release, we can place the order.

Go to https://www.studentclearinghouse.org/ and login.

Select “Transcript Services”.

Select “Order a Transcript from My School”.

Enter in the student information, and select where to send, and submit order.

After order is placed, we can save the Transcript Request release form to the Q-drive: You can simply print to PaperVision.

Fill in the information in the Indexing boxes (the Description type “NSC Transcript Request”) and click “save”.

NAIA

A current student needing their official JBU transcript sent to NAIA.

• Print Official on transcript paper, stamp the JBU ink seal, and scan a 2-sided color copy.
• Email to Becky. She will send using the NAIA portal.

Contact NSC:

Students with questions/issues should contact the Clearinghouse customer service team service@studentclearinghouse.org.

All questions for troubleshooting can be sent to service@studentclearinghouse.org,  and you can copy the students on those emails. DO NOT COPY students/alumni on emails to direct personnel at NSC.

Standardized Department Exams (updated 8/22/2022)

Proposal to create sections of the following courses each semester and require students to register for the course in their final semester. 

• BIO 4000 Standard Exam
• CHM 4000 Standard Exam (Biochemistry and Chemistry majors)
• MTH 4000 Standard Exam
• MUS 4000 Standard Exam
• PSY 4000 Standard Exam

Current Process: The exam is listed on the degree audit but it is not until the department sends the Associate Registrars a list of those who passed the exam that the requirement is shown as complete. 

Rationale: Having students register for the zero-hour course in their final semester will

• Allow the student to know the exam is required for graduation.
• Show Associate Registrars that the exam is “In Progress” during their final semester; therefore the student is on track to graduate.
• Keep the process cleaner as the registrar’s office tracks graduates each semester.

Transcript Evaluation Notes (updated 1/11/2024)

Core Curriculum

JBU’s core curriculum policy is kept up to date by the core curriculum committee.  You will probably be an ex-officio member of this committee meaning you attend but don’t vote.  There is lots of good discussion at the meetings and input from the Registrar’s Office is invaluable in helping to make workable decisions.  The policy is in the catalog.  You will need to refer to it often as you help to advise students.

Request for Approval to Transfer Credit

JBU students who want to take a course away from JBU in the summer or some other time are told to fill out a Transfer Credit Approval form.  This is an online form that can be found on the Registrar Forms page on Eaglenet.  The student fills out the form with the name of the school they want to take credit from and also the course they want to take and what course they want it to count for here at JBU.

If the course is in their major, send the form to their advisor for approval.  Once approved by the advisor, it will go to the college dean for approval.  After both have approved, the form will come to you for final approval.  For core courses, be sure they don’t already have credit for the course and that it is a course they need.

36 of the Last 45 Rule

When students come to you for advice on CLEPing or taking courses from other schools, check to see how close they are to graduating.  When a student is within 45 hours of completing their degree, they must take all but 9 of those hours from JBU.  All exceptions must be submitted to Becky. 

Double Major vs. Double Degree

A double major is one degree with a minimum of 120 credit hours.  A double degree is two separate degrees with a minimum of 150 credit hours.

Student Carried Transcripts

We don’t accept transcripts directly from the student.  Transcripts must be sent directly to JBU from the transferring institution.  Sometimes international transcripts are accepted by the student.  Make a copy and hand the original back to the student.

Transcript Evaluations

Important Notes

• D’s and F’s don’t transfer.  For Arkansas schools, D grades will be entered in Colleague, but will not be equated to a JBU course.  This is only for ADHE reporting purposes for the ACTS approved courses.
• Varsity Sports don’t transfer to JBU. 
• Only evaluate and give credit for the courses on the transcript that are from the school sending the transcript.  We need an official transcript from every school where course work is taken.
• Pay attention to the credit type.  Some schools are on the quarter system and so the credit needs to be changed to semester credit as follows: 7.5 quarter credits = 5 semester credits, 5 quarter credits = 3.33 semester credits, 4 quarter credits = 2.66 semester credits, 3 quarter credits = 2 semester credits, 2 quarter credits = 1.33 semester credits, and 1 quarter credit = .66 semester credits. Take the number of quarter credits and divide by 1.5 to get semester credits.

High School Transcripts

If you receive a high school transcript in the mail, put it in the admissions box on the wall by your light switch.

College Transcripts Received by Mail

Enter the student name in Slate.  Determine if they are TUG, GRAD, or Online.  Grad and Online transcripts will go to the Associate Registrar for Graduate and Online Studies.  If the student is a TUG student, and they are new, scan the transcript and email to systems@jbu.edu.  If the student is a TUG student, and they are currently enrolled at JBU, scan the transcript, save in Slate, and put it in the New bin to be evaluated.

Go to profile

Click on schools

Click on New Institution

Enter the Institution Name

Save

Go to Undergraduate tab

Click on Workflows on the right side of the screen

Click edit on the TUG College Transcripts line

Select New - New in the Bin field and click save

Updating Student Addresses (updated 9/30/2024)

We receive address change requests via email, phone, in person, Eaglenet, and also make changes from NSC transcript requests.

If by phone, verify full name and another piece of information, such as DOB, student ID#. It is also good to verify the previous address.

Eaglenet Form Address Change Request Form Process

Requests automatically send a notification email to Registrar@jbu.edu, and you can click on the link in the email then “Review Address Change Requests” or go to https://www.jbu.edu/registrar/forms/.

Click on “Address Change Form”.

Click on blue box “Address Change” next to the JBU logo in the top left corner.

Click on “Review Address Change Requests”, and select to show “Incomplete”.

Click on a request, and update address in Colleague (See instructions “Address Updates in Colleague).

Pay attention to the details of the request, and be sure these are reflected in Colleague, when updating the address:

• “Address Type” in the top right corner of the Address Change Request Detail screen. (will either be home or alternate/seasonal).
• “New Address is mailing AND physical”, bottom right of the screen.
• “Completed Graduation Application” bottom right of the screen. Email Julie if this is marked with the student name, ID#, and that they marked this option.

After the Eaglenet address request is updated, click “Change Complete” then click “Save”.

NSC Address Change Process

Log into NSC website; Select “Transcript Services” tab.

Select “Manage Transcript Requests”,

Select “Reports” and then select the “Contact Detail” Report.

Enter in Date range, and click “Submit”.

The report will show up in the downloads. Use report and compare to address, contact #, and email address in Colleague, to see which one is the most updated.

If it needs updated. see instructions “Address Updates in Colleague. The contact # as well as the email address can also be updated.

In Colleague, select “Transcript Request” as the Change Source.

Address Updates in Colleague

Update addresses using Colleague: ADSU

Adding a New Home Address:

Drill into (click the box that has an icon of a paper) the next available empty address entry

Choose ADR and click ok.

Fill in the appropriate information needed.

Address type:

• If regular permanent physical address, choose “Home”.
• If temporary address, choose “Alternate/Seasonal” (Be sure to add end date if seasonal).
• If PO Box, choose “POB” (as well as entering “Y” in the Mail Pref, and “N” in the Pref Res.).

Change Source:

• Choose source of new information, example: Web (Eaglenet form), in person, email update, phone call, or transcript request.

• Select “Save All” at the top of the screen, unless a previous address needs to be changed to “former” status.
• Select “Save” if you need to go to the previous screen, to update the status of another address. See further instructions, below.

Change an address status to “former”, if a new address was added:

• Drill into the old address, and chose “Former” from the drop-down Status menu, near the top right of the screen.
• Save All

What Counts as Integrated Humanities? (updated 9/18/2024)

*One of the following literature courses will satisfy the survey of literature requirement:

• EGL 2213 World Literature I
• EGL 2223 World Literature II
• EGL 2413 American Literature I
• EGL 2423 American Literature II
• EGL 3003 Masterpieces of Literature
• EGL 3343 Restoration and 18^th Century Literature
• EGL 3353 Nineteenth Century British Literature

YWAM (Youth With a Mission) (updated 1/3/2024)

Students who have completed the Youth With A Mission Training Schools should be given general Bible credit as follows:

1. 12 hours - Discipleship Training Schools (D.T.S)
2. 12 hours - Schools of Evangelism (S.O.E)

For YWAM, if the student completes only Discipleship Training Schools (DTS), we will award 12 credit hours.  3 credit hours for either BBL 1023 New Testament Survey or BBL 2013 Essentials of Evangelical Theology, and 9 hours of general elective credit. 

If the student completes both DTS and Schools of Evangelism (SOE), we will award 24 hours of credit.  6 credit hours for both BBL 1023 New Testament Survey and BBL 2013 Essentials of Evangelical Theology, and 18 hours of general elective credit.

The same credit will be awarded for completion of D.T.S and S.O.E at Elm Springs Bible College.