Course Evaluation & Routing
The Course Evaluation & Routing step provides a comprehensive summary of all evaluated courses and their articulations. This interface allows Credit Officers to perform a final review before completing the transfer credit process, and it also supports the full workflow for task assignment and evaluation of the courses included in a transfer credit evaluation application.
Upon accessing the application review screen, users are presented with a streamlined layout designed to support efficient validation and final edits.
Course Analysis and Task Assignment
Enables the Credit Officer to review and determine whether any courses require additional information from students, as well as decide whether the course evaluation should be completed by the officer or assigned to a specific department.
Evaluation Screen Layout
On the left side, courses are grouped by match status:
Click the student name to see more information.
Click to the Overview to go to the main panel.
Classified courses listed by:
Courses Evaluated Automatched: Courses with valid articulations are shown at the top.
Courses Pending / Action Pending: Courses requiring manual action appear at the bottom for easy identification.
For each course, the system displays the acronym of the transcript institution from which the course originates. Courses are listed by title, and articulation acronyms are added to make evaluated course outcomes easier to read.
The following acronyms are used:
T – EQ: Transfer and Saved as Equivalency
T – SU: Transfer and Saved as Substitution
NT – EQ: No Transfer and Saved as Equivalency
NT – SU: No Transfer and Saved as Substitution
The right panel provides a summary view showing:
Overview panel:
Evaluated Courses: The number of the evaluated courses including the ones automatically matched.
Action Pending Courses: The number of courses pending for evaluation.
Courses Assigned to Department.
Courses Assigned to Student.
Cancel Application: Cancels the current application and releases any associated transcripts, making them available for use in other processes.
Save & Finish Later: Located in the upper corner, this option saves the current progress and redirects the user to the dashboard, allowing them to resume the process at a later time.
Tip: Use this view to ensure all courses have been reviewed and properly articulated before moving to final submission.
Selecting a course from the left navigation panel displays its full details on the right-hand side of the interface. This detailed view includes:
The course and ACE identifier as a title in the left side
The institution name as a title in the right side
Collapsible section displaying the following information:
Toggle key to send the application to the student to complete any missing information. When activated, the student is notified via email and can receive an optional comment providing additional instructions or context. Note: This toggle is only functional for unmatched courses that are pending review.
Course/Occupation ID
Course title
ACE identifier
Course start date
Course end date
Course description
Collapsible section displaying a list of course subjects (Subject Areas), each showing:
Subject area
Credit hours
Course level
This information is automatically extracted by the system, which processes the transcript up to the Subject Area level, including associated credit hours, and presents it in this section for review.
Upload option for adding additional documentation
The upload option is only available for unmatched courses that are pending review.
During the evaluation process, the Credit Officer can define how each course will be treated:
Displays options to define course articulation:
Direct: Credit Officer do a direct articulation and can decide whether a course will be:
Transfer
No Transfer
If Transfer is selected, the Credit User can choose the articulation type:
Singlemapping → Allows a 1-to-1 mapping between external and internal coursesMultiplemapping → Allows N-to-N mapping, enabling more flexible articulations across multiple courses with articulation type:EquivalencyorSubstitutionThe Credit Officer can define how many credits from the internal course(s) will be granted as part of the articulation.
The system provides the following options to save evaluation results:
Save as Equivalency: Creates a reusable equivalency rule that will be automatically applied to future evaluations involving the same external course(s)
Save as Substitution: Applies a one-time articulation specific to the current evaluation without creating a reusable rule
Department: Displays a drop-down to select the department used for mapping the articulation. When assigning a course to a department, a comments section is available. This allows the Credit Officer to provide context, instructions, or additional information for the review process.
Automatch: It is automatically enabled for the automatched courses and disabled for pending course articulations.
Revert Functionality:
The Credit Officer can revert any evaluated course.
Reverting restores the course to a pending state, allowing the evaluation to be updated or corrected.
Define an Articulation or Assign a Task
When auto-matching is not available, Credit Officers can manually add course articulations. The interface is designed to streamline the review process, allowing for quick edits and accurate entry of course details.
Courses without an ACE ID cannot be used to save an equivalency rule.
Watch the product tour below to learn how to manually add articulations.
Student Input
A transfer application can be routed to a student when additional course information is needed during the credit evaluation process. The following product tour demonstrates how students respond to requests, upload supporting documents, and complete the required steps to move the evaluation forward.
Department Review
During the transfer credit evaluation process, unmatched courses can be routed to academic departments to define articulations, and submit their decisions as part of the evaluation workflow.
Task Routing and Dependencies
If a course requires input from the student before being reviewed by a department, the system ensures proper sequencing:
Tasks assigned to the department will not be sent until all required student tasks are completed
This guarantees that departments receive complete and ready-to-evaluate information
Email Notifications
Both students and department users receive email notifications when tasks are assigned to them
Notifications include context about the task and required actions
Department Dashboard
Department users have access to a Department Dashboard where they can:
View all tasks assigned to their department
Click the Student Name to select a task from the list
Claim the task to begin working on it
Once claimed, the task is assigned to the user for processing
Department Evaluation ActionsWhen working on a task, department users can:
Perform the articulation directly
Evaluate the course and define the transfer outcome
Reassign to another department
Route the task to a different department
Include a comment to provide context or instructions
Return to TCO (Transfer Credit Officer)
Send the task back to the TCO
Include a comment explaining the reason or required action
Comments and CollaborationA comments section is available to:
Provide additional context
Communicate decisions
Support collaboration between users
File UploadsDepartment users can upload files as part of the evaluation process
This allows attaching supporting documents such as:
Course syllabi
Supporting evidence
Additional documentation
Credit Officer Review
When tasks are returned to the Credit Officer (TCO), the application remains in an In Evaluation status in the Applications Dashboard, without any additional tags (such as Student or Department).
This indicates that the task requires action from the TCO. The Credit Officer can open the application directly from the dashboard and proceed to review and complete the pending task.
Final Review
Once all assigned tasks for the application are completed, the Credit Officer receives an email notification, and the application status changes to Final Review in the dashboard. During this stage, Credit Officers perform a final review to complete the transfer credit application. This is the last chance to revert or adjust any course decisions before submission, including completing any articulation that was previously sent to the student to collect additional information.
After the review is complete, click Confirm & Send to finalize the application. This completes the application and sends an email to the student with the application report.
Summary for Completed Applications
To enhance visibility into finalized applications, ProcessMaker introduces a summary view for requests marked as Completed. This view offers a concise, read-only interface for reviewing academic and processing outcomes, without exposing internal workflow details.
From the Application Summary view, users can review the transcript(s) used in the application, as well as the final report that was sent to the student.
To access it, click any Completed application from the Applications Dashboard to open the Application Summary view.
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