Overview

ProcessMaker's Transfer Credit Evaluation 3.0 solution enables higher education institutions to manage transcripts and credit evaluations through a streamlined, automated system. Built to reduce manual tasks, ensure compliance, and improve evaluation accuracy, this solution provides an end-to-end process for determining transferable credits for incoming or returning students.

This solution helps institutions standardize their credit articulation practices while increasing visibility and collaboration among departments involved in the evaluation process.

Key Benefits

• Improved Efficiency: Automates transcript intake, routing, and review processes to minimize delays.

• Accuracy and Compliance: Ensures evaluations follow institution-specific rules and academic standards.

• User-Centered Experience: Separate dashboards for transcripts and credit applications, along with role-based notifications, keep each stakeholder informed on their tasks throughout the process.

• Flexible Configuration: Adapts to institutional policies, degree requirements, and department-specific workflows.

Target Users and Responsibilities

The TCE 3.0 solution supports multiple user roles throughout the evaluation process:

Credit Officers

Credit Officers

• Upload and process student transcripts

• Review preliminary course matches

• Manage and monitor evaluation progress

Registrars / Administrators

Registrars / Administrators

• Oversee transcript processing and workflow performance

• Configure evaluation rules and criteria

• Handle escalations and cross-department coordination

Department Reviewers

Department Reviewers

• Evaluate course articulation requests

• Make final decisions based on program and academic requirements

Students

Students

• Respond to requests for additional information

• Upload supporting documentation through a secure portal

• Track the status of their transfer credit evaluation

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Process Overview

Behind every credit evaluation is a structured process that ensures accuracy, consistency, and collaboration across roles. The steps below illustrate how a transcript moves through the evaluation lifecycle.

1

Transcript Upload and Data Extraction

The process begins in the Transcripts Dashboard, where Credit Officers upload, and manage all incoming transcript files. This centralized interface provides real-time tracking of each transcript's status and offers tools to begin the automated evaluation workflow. After the transcript is uploaded, the system uses OCR and AI to extract critical information, including:

• Student details

• Institution name

• Course titles, grades, and credit hours

Transcripts are automatically scanned for structured data, and each course is compared against the institution’s internal equivalency database. The system generates confidence scores to evaluate match accuracy and flags items that require manual review.

2

Course Review and Matching

Once transcript data is extracted, Credit Officers review each course. The system highlights courses that were automatically matched, as well as those requiring manual attention due to low confidence scores or missing data.

Key actions in this step include:

• Reviewing auto-matched courses for accuracy

• Manually updating course details if needed

Each course includes supporting metadata such as course descriptions, credit values, and grading scales, to support accurate evaluation.

3

Start Transfer Application

After all courses have been reviewed and validated, Credit Officers or Department Admins initiate the TCE Application. This interface consolidates all reviewed transcript data and course matches into a formal credit evaluation request.

Starting the application triggers automated workflow actions, including:

• Courses requiring academic review are routed to the appropriate departments for final articulation decisions.

• If additional information or documentation is needed, the system notifies the student and requests input.

This step ensures that the transfer credit evaluation is formally documented, auditable, and ready for final submission or institutional approval.

4

Application Review and Course Articulation

Courses requiring academic judgment are routed to the appropriate Department Reviewers for articulation decisions.

Additionally, Credit Officers can:

• Route courses back to students for missing documentation or clarification

• Add comments or notes to support the review process

• Track the status of department responses and student follow-ups

This collaborative step ensures academic rigor while maintaining a complete audit trail of decisions. The process culminates in a structured and auditable transfer credit decision.