The Course Equivalency Guide (CEG) process includes submission of New, Modified, Deletion, Editorial, and ATF Change Forms through ACETS from source institutions to target institutions for review.
The target institutions review submitted ACETS forms, determine course evaluations (Not Transferable, Elective, Departmental Elective, or Direct Equivalency) and post the results to the CEG. The CEG is updated each week.
An Arizona public community college requesting a course evaluation with the submission of a new Course Evaluation From or a Modified Course Evaluation Form through ACETS must include an appropriate course outline that matches the requested equivalency term and year in order to ensure a comprehensive course evaluation by the respective public universities.
Rules for processing effective year/terms to course equivalency
All transactions require a 60-day processing window. The equivalency, general education designation, or ATF CEG recommendation’s effective year/term are the same as the effective year/term designated by the initiating institution providing the timeline below is followed. In some cases (i.e. course deletions), retroactive effective year/term may be awarded at the discretion of the source and target institutions involved.
Initiating source institutions should provide ample planning and reaction time when initiating transfer articulation actions and should plan to provide the opportunity for students to be informed of changes before enrollment in courses, particularly in the upcoming semester.
General processing timelines for guaranteed effective year/term
Course equivalency forms may be submitted at any time and are processed year round (subject to faculty availability). In order to receive an evaluation with a guaranteed effective date of a particular term, the guidelines below are provided. Course equivalency forms and/or general education proposals received after the dates indicated below may not be processed in time to make them effective by the desired term. In that case, the target institution may generate an effective date for the equivalency of the next academic term.
General Education Designations
University-initiated equivalencies and general education values changes are typically communicated to source institutions as soon as they are made at the target institutions. These changes are processed year round, subject to faculty and resource availability.
The timeline for changes to target institution course equivalencies and general education designations follows:
- Desired effective term for target institution course equivalency or general education designation change: Fall, Spring, Summer I, or Summer II
- Deadline for source institution to receive notification of target institution change to equivalencies and general education values: April 15 November 1
To help ensure CEG accuracy, each institution is required to send their current course bank to the AZTransfer Sr. Director of Technology every semester in an Excel, .txt, or .csv file. These should be sent by August 1 for fall semester and December 1 for spring semester.
Corrections (missing course titles, incorrect department titles, etc.) may be needed if courses have not been submitted through ACETS for change or deletion and are no longer in the institutional course bank. If you see errors in the CEG, contact AZTransfer at email@example.com.
CEG Accuracy Checking Reports
The High Character Count Report lists all rules from the current CEG pages in which the character length of an equivalency exceeds 250 (the maximum number of characters allowed is 255).
The Blank Cells Report lists all rules from the current CEG pages in which there is at least one blank cell in a university column. The appearance of blank cells in the CEG might reflect either an error in university or community college data or no error at all. Appropriate AZTransfer Facilitators should be contacted if errors are found.
The Title Not Available Report lists all rules from the current CEG pages in which the text “Course Title Not Available” appears for a community college course. This text might appear due to either an error on behalf of a community college/university or appear when there is no error at all. AZTransfer Facilitators should be contacted if an error is found.
Information on university general education designations:
ACETS users may review and request enhancements to the ACETS by logging into ACETS and clicking on Manage Action Items at the bottom of Other Features.