Transfer Dispute Resolution

Transfer Dispute Resolution Form

  • The institution whose credit has been denied (sending institution), or the student working through the sending institution, must initiate the dispute. From the date a student is notified of credit denial (date evaluation is sent by the receiving institution), the law allows a maximum of 45 calendar days for the resolution of the dispute by the sending and receiving institutions.
  • The "Transfer Dispute Resolution" form must be completed and forwarded to the receiving institution within 15 calendar days after the evaluation has been submitted to the student.
  • Forms will be available in the Vice President of Academic Affairs or designee's office. The student and the VPAA of the sending institution will complete appropriate sections of the form, retain copies of the form, and forward it to the VPAA of the receiving institution.
  • In all disputes, Coordinating Board form, CB-TDR, "Transfer Dispute Resolution," must be completed to initiate dispute action. The form will provide notification and documentation of resolution of the dispute or initiate action of the part of the commissioner to resolve the dispute.
  • The VPAA or designee of the receiving institution will either resolve the dispute and complete the "dispute resolved" section of the "Transfer Dispute Resolution" or not resolve the dispute and complete other sections of the form.In either case, the receiving institution will forward copies of the form to the student, the sending institution, and to the Commissioner of Higher Education.
  • Failure by the receiving institution to notify the Commissioner in writing, as specified above, within 5 working days after the 45 calendar-day requirement will allow the student or sending institution to send written notification to the commissioner and may result in "automatic" acceptance of the credit by the institution which originally denied the credit.
  • When it is required that the Commissioner or his/her designee resolve the dispute, the resolution will be so designated on the form and copies sent to all parties. Both institutions will maintain form files and the Coordinating Board will maintain a file of all resolutions by institutions. "Disputes" vs. "Problems" Problems that occur during the transfer process will not always be categorized as disputes, and will not follow dispute procedures and guidelines. Problems are clearly within the jurisdiction of the receiving institution. Problems may include, but are not limited to these situations:
    • A student may lose credit hours or have to take additional, lower-level credit hours when he or she changes majors.
    • Students may not decide which upper-level/senior institution they will attend to complete their degree until after they have completed significant lower-level coursework. Courses taken may not apply or transfer to the institution selected.
    • A student may take more than 66 lower-level credit hours.
    • A student may have received unsatisfactory grades in lower-level courses.
    • The student may take vocational, technical, developmental or remedial courses that are not defined as general academic courses.
    • Compliance with external accrediting agencies, newly enacted legislation, and changes in Texas Education Agency or Coordinating Board regulations may invalidate courses students have already completed.
    • Students may take more credit hours in a course category than will transfer. Examples include activity hours in physical education, choir, band, etc.
    • Institutions may not accept work that is considered too old.
    • The student may repeat courses to raise grade point averages. Duplicate credit would not be accepted. 

Transfer Dispute Resolution Guidelines

The following guidelines and definitions are established to clarify and enhance paragraph (6) of Chapter 5, Subchapter A, Section 5.4 of the Texas Higher Education Coordinating Board rule pertaining to Transfer Curricula and Resolution of Transfer Disputes for Lower-Division Courses.

The definitions listed below were established by the Coordinating Board and will serve as criteria to resolve legal questions as specified in Section 1.23, Subchapter C, Chapter 61 of the Education Code, Section 61-078. The publications Transfer of Credit Policies and Curricula of the Texas Higher Education Coordinating Board and Community College General Academic Course Guide Manual: A Manual of Approved General Academic Transfer Courses for State Appropriations to Texas Public Community Colleges are the references for this issue: The following criteria for lower-division and upper-division course credit were adopted by the Task Force to Update the Academic Course Guide Manual.
 

  1.     Criteria for Lower-Division Course Credit/Lower-Division (Baccalaureate/Associate Degree) Courses/Courses offered in the first two years of college study are those which:
    •  Are identified by a majority of public 4-year undergraduate institutions in the state as courses intended to comprise the first two years of collegiate study, AND
    • Stress development of disciplinary knowledge and skill at an introductory level; OR
    •  Include basic principles and verbal, mathematical, and scientific concepts associated with an academic discipline.
  2.     Criteria for Upper Division Course Credit/Upper-Division (Baccalaureate) Courses/Courses offered only in the third or fourth years of a baccalaureate program are those which:
    • Are identified by a majority of public 4-year undergraduate institutions in the state as courses intended to comprise the third and fourth years of postsecondary study, AND
    • Involve theoretical or analytical specialization beyond the introductory level, OR
    • Require knowledge and skills provided by previous courses for successful performance by students.
  3.  Free Transferability/Lower-division courses included in the Academic Course Guide Manual and specified in the definition of "Lower-Division Course Credit" shall be freely transferable to and accepted as comparable degree credit by any Texas public institution of higher education where the equivalent course is available for fulfilling baccalaureate degree requirements. It is understood that each Texas institution of higher education may have limitations that invalidate courses after a specific length of time. For Texas community colleges, these freely transferable courses are identified in the latest revised education of Coordinating Board publications Community College General Academic Course Guide Manual - A Manual of Approved General Academic Transfer Courses for State Appropriations to Texas Public Community Colleges, (revised 1996). Specifically excluded are courses designated as vocational, ESEL, technical, developmental or remedial, and courses listed as "basic skills." For senior four-year institutions, lower-division courses that have the same course content and CIP codes as approved by the Coordinating Board shall bear equivalent credit. Specifically excluded are course designated as ESL/ESOL, technical and developmental/remedial courses.Within the spirit of the law it is realized that differences in interpretation of "same course content" may generate disputes.
  4. Disputes/Transfer disputes may arise when a lower-division course is not accepted for credit by a Texas institution of higher education. To qualify as a dispute the course(s) in question must be offered by the institution denying the credit (receiving institution), or in the case of upper-level institutions, must be published as a lower-division course accepted for fulfilling lower-level requirements. For community colleges, the course(s) must be listed in the Community College General Academic Course Guide Manual, and be offered at the receiving institution. Additionally, the sending institution must challenge the receiving institution's denial of credit.


    Disputes/Transfer disputes may arise when a lower-division course is not accepted for credit by a Texas institution of higher education. To qualify as a dispute the course(s) in question must be offered by the institution denying the credit (receiving institution), or in the case of upper-level institutions, must be published as a lower-division course accepted for fulfilling lower-level requirements. For community colleges, the course(s) must be listed in the Community College General Academic Course Guide Manual, and be offered at the receiving institution. Additionally, the sending institution must challenge the receiving institution's denial of credit.