Transfer Credit Authorization Form

After a student is approved for study away and has completed all necessary applications and been accepted into their chosen programs, they will be sent a link to the TCAF.

How to complete the form

First, enter the Program and/or Host Institution with its geographic location. Example: ISI Florence (Florence, Italy)

Then, select the Roanoke College semester in which you are taking this course (keep in mind that the calendar may be different from that of our host institution). Then input the calendar year during which that semester begins.

Now input the specific courses you have selected. If you are studying away over the summer, only 1-3 courses are necessary for approval. For some affiliate programs that include pre-registration, only 3-5 courses are necessarys. However, for many programs registration does not happen until you arrive in country - in those situations we require you have 8-10 courses selected for pre-approval. Use the "Add More" button to add more courses.

Each course must have its full, complete Course Name and Designation. Example: HIST 18735: General Introduction to Roman Civilization. Each course must include the full Course Description from the program's website. We also recommend you include a syllabus from the last time the course was taught. The last requirement is a clear explanation for how this course will count towards your graduation requirements at Roanoke College. Example: I am taking this to count as INQ 271; or, I am taking this to count as a Business Major elective.

When the student completes their form, they indicate to Global Engagement if the course taken while away should (in their estimation) count towards a Major, Minor, or Concentration requirement (rather than for a general education or other requirement). In that case, the form is directed towards their assigned advisor in that Major, Minor, or Concentration.

For this reason, choosing to plan on studying away can help a student finalize their choice of Major, Minor, or Concentration and be the instigation for their completing the Major/Minor/Concentration Declaration Form. This is because the TCAF requires the guidance and approval of an officially assigned advisor in the student's chosen Major, Minor, or Concentration.

When the student completes their portion of the form, Global Engagement then pushes the form to their assigned advisor for consideration. This comes in the form of an email with a link to the form; the form also includes a dashboard view so that an advisor can see other students' requests that are also waiting their attention.

How to complete the form

First, select either approve or deny for this specific course.

Next, decide if there is an equivalent Roanoke College course in the catalog (using the drop down menu) or if instead there is no equivalent. This will highlight to the overseer of the program that a Program Exception Form will be required.

Then, select the Program Chair to give final approval.

Finally, indicate the program for the selected course:

• Major  - this should have an RC equivalent course
• Major/Minor/Concentration Elective - this does not require an RC equivalent course
• Minor - this should have an RC equivalent course
• Concentration - this should have an RC equivalent course
• General Education (INQ/HNRS/HHP/Language)
• General Elective - choosing this means the course does not count towards the student's current Major/Minor/Concentration, but only towards the 33.5 RC Units necessary for graduation

There are various heads of programs that oversee the curriculum and fields of study at Roanoke College:

• Director of the Honors Program (oversees HNRS courses)
• Assistant Vice President for Curriculum & Advising (oversees INQ courses)
• Chairperson of Healthy & Human Performance (oversees HHP general education)
• Chairperson of Modern Languages (oversees language general education)
• Heads and Chairs of all Majors, Minors, and Concentrations

Each individual course entered by a student (see above sections) will eventually arrive at one of these overseers to approve (they will be notified by an official email with a link to the form). Additionally, there is also a dashboard view, displaying every course from all study-away students seeking approval. These overseers will have access to the student's basic program information, including the course title, what the student hopes it will count as, a course description, and possibly a course syllabus; if no syllabus was attached, overseers may deny the approval and request that a syllabus be provided (keeping in mind that these are not always available).

In addition to granting approval for the course, heads of Majors, Minors, and Concentrations must indicate if the transfer will require a Program Exception form. When the student completes their program and Global Engagement receives their official transcript from their host institution, these heads of Majors, Minors, and Concentrations will be reminded to complete a Program Exception form.

How to complete the form

After reviewing the student's chosen course, course description, and any notes left by the advisor and Global Engagement, select either Approve or Deny. Note that selecting "Deny" will require a note be added to the form explaining your decision. If, for example, you are requesting a syllabus when one was not provided, note that here. The student will have a chance to append a syllabus and request approval a second time.