Before ATF Season
- Provide training to ATF faculty at your institution. Training materials are available on the ATF Dashboards accessible from the Faculty and Staff Portals on aztransfer.com
- Attend the Facilitator Training Retreat.
- Verify ATF membership at your institution and update the ATF Chatlines.
- Thirty (30) days prior to the meeting, contact the chair (and host if appropriate) to discuss the agenda and the meeting in general. Ensure that the ATF chair understands the pathway, common course, CEG updating procedures, and the time required for these items on the agenda. Additional assistance should be provided as needed.
- Confirm with host that meeting room is scheduled with necessary technology (computer project, internet connection, and conference phone).
- Review prior ATF reports and meeting notes before attending the meeting to ensure that appropriate changes have been made and that any tabled agenda items from previous meetings are included on the new agenda.
- Review Common Course Matrix for the ATF. Contact fellow AZTransfer Facilitators to discuss any discrepancies from previous years.
- Present the AZTransfer statewide update; annually this will be updated and provided by AZTransfer it is also available online after the summer training on the AZTransfer Facilitator Portal http://facilitators.aztransfer.com
- Ensure that members sign in on an attendance sheet with their name and institution.
- It is optional to bring documents to the meeting (or ask members to bring only if there are changes) to effectively review:
- AGEC (confirm);
- Pathways (confirm);
- Shared majors (confirm);
- Common Course Matrices (see Appendix E for instructions);
- CEG pages – be sure to announce all changes to ensure they are on the ATF Meeting Report and in the meeting notes.*
- Identify source and target institutional ATF lead members discussing changes to CEG pages.
- Assist with the CEG updates during this portion of the meeting:
- While discussing any curricular changes is appropriate at ATF meetings, only changes to existing target institution equivalencies can be acted upon at the meeting and subsequently submitted through ACETS. New source institution courses, course deletions, and modified courses must be submitted through ACETS to properly process and approve the courses at the source institution. Concerns and questions about the process should be directed to their AZTransfer Facilitator.
- When target and source institutional representatives agree to target institution equivalency changes, the AZTransfer Facilitator will note the change by using the appropriate ACETS process of creating and submitting an ATF – CEG Change From. This step may be done during the meeting or immediately after the meeting, depending on the AZTransfer Facilitator’s preference.
- Universities may document the agreed changes and forward the agreement to their AZTransfer Facilitator.
- All recommended CEG changes are subject to review and final approval by the target institution.
- If faculty request to change equivalencies, the AZTransfer Facilitator will record their names, institutions, and recommended equivalency changes and enter recommendations on ATF – CEG Change Form.
- Remind members that home institutions will review all recommendations.
- All other CEG business (new, modified, and deletion courses) is handled through the regular ACETS process.
- Request that each member review membership and contact AZTransfer Facilitator to report changes.
- Process ATF CEG recommendations. ATF CEG recommendations are CEG equivalency changes to the target institution’s existing equivalencies. These recommendations are always tentative, pending approval, and are forwarded to the respective target institution’s AZTransfer Facilitator for final review and approval or denial. Within 45 days of receipt of ATF-recommended CEG changes, the target institution’s AZTransfer Facilitator will follow their institutions’ internal procedures to:
- Determine final approval or denial of the recommended change. This determination will include review for compliance with the criteria for upper/lower-division courses, accuracy, consistency, and statewide and institutional policies.
- Assist in the determination of general education designation, if appropriate.
- Advise the source institution’s AZTransfer Facilitator of approval of, change to, or denial of the recommended change.
- Facilitate the updating of the target institution’s CEG transfer articulation tables, if necessary.
- Process AGEC, Pathway and/or Common Course Changes. Recommendations for changes to the AGEC, pathways, and/or common course matrix are relayed on behalf of ATF by the ATF report to AZTransfer staff, who ensure that the recommendations are reviewed by the community colleges and universities (according to the timelines below). Next, AZTransfer staff posts the correct version of the relevant common course matrix to the AZTransfer website.
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