DARS and Verifying Credit

WebXtender is an online document archival system used to store and retrieve transcripts. Advisors use WebXtender to view scanned high school and college transcripts. This may be necessary for a variety of reasons, such as verifying degrees earned, checking to see if a transcript has been received but has not yet been processed, checking data entry when there are suspected typos, etc. For example, a student might say he/she earned an AA degree, but no degree is visible in DARS or PeopleSoft.

You can access the college transcript in WebXtender to see if it shows that a degree has been earned. Another common scenario is that a student may say a particular transfer course is missing from his/her record. You can use WebXtender to check if the course was omitted from the data entry and if so, notify Admission Services by e-mailing transfercredit@asu.edu. It may also be helpful to use WebXtender to view the back page of a transcript, which provides information on the school’s grading and course numbering systems. You must install VPN before you can use WebXtender.

For full information on requesting access and getting started with WebXtender, please see the WebXtender PowerPoint presentation. Once you’ve signed into VPN, you can access WebXtender here: https://ax.asu.edu/AppXtender/Login.aspx. 

User Tips:

1. Not all transcripts in WebXtender are tied to an ASU ID number, so try searching by the student’s first and last names if an ASU ID search does not produce the transcript you’re looking for.

2. Some transcripts come to ASU electronically through a separate process and so are not available to view through WebXtender. This includes (but is not limited to) a number of California community colleges. If you have made several attempts to locate a transcript in WebXtender without success, it may not be in the system. E-mail transfercredit@asu.edu if you have questions regarding the transcript.

3. Once you run your search, you’ll be on the “Query Results” page, which shows all transcript entries matching the criteria you entered. This page will show you the type of transcript, name of the school, date received, and other information. To view a particular transcript, click on the “Open Document” icon at the left:

      4. To move from one page of a transcript to another, use the page navigation buttons near the top left of your screen. Note that the even-numbered pages are generally the back side of the transcript.

      5. To return to the “Query Results” page, click the “Query Results” button:

      6. To run a new query, click the “New Query” button, which has an icon of a folder with a magnifying glass:

Academic renewal recalculates a student’s GPA only using grades from the point of readmission but can potentially cause the student to lose credit.

Policy

This policy only applies to students who left the university with below a 2.0 cumulative GPA and have been out of attendance for at least five years.  Students must first follow the CLAS readmission process in order to return in a CLAS major.

To qualify for academic renewal, the student must do the following:

• Complete at least 12 credits within three fall/spring terms

• Earn at least a 2.5 cumulative GPA within those 12 credits

While the university policy allows the college to specify which courses the student must take to qualify for academic renewal, CLAS allows any coursework.

Process

If the student meets the above criteria, the student must complete the academic renewal form with the assistance of OSAP.  OSAP asks that the student completes the form after completing the needed 12 credits.  OSAP then forwards the form to the Registrar’s Office for processing.

The student’s cumulative GPA will be recalculated from the time readmission.  For example, if a student had a 0.80 GPA before readmission but a 3.5 GPA since, the student’s new GPA will be 3.5.

Considerations

In this process, all other credit, including ASU credit, will be treated as transfer credit, and the student will only be allowed to use 60 of these credits.  If a student had 85 credits prior to readmission, 25 of those credits will be lost in the process.  We must inform the student of any potential loss of credit when discussing academic renewal.  

On the other hand, some or all of the lost credit might be excess credit and not affect the student’s time to graduation.  Some students may consider the loss of small amount of credits as a fair trade for a higher GPA.

If a student hopes to graduate with honors, the credit requirement for consideration will restart from the time of readmission, along with the residency requirement.  This would only become a concern if the student plans on transferring in other courses after the point of readmission.

The student should also understand that while their GPA will be recalculated, the previous grades are not removed from their transcript.  They will still be visible, for example, when sending transcripts to apply for graduate school.