Overview

ProcessMaker's Transfer Credit Evaluation 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.

Military Workflow

The Transfer Credit Evaluation – Military solution enables institutions to evaluate Joint Services Transcripts (JST), and translate military training, and experience into academic credit within a structured workflow.

Key Benefits

• Unified Experience Across Modules: The TCE workflow provides a consistent experience across transcript types:

  • A common Transcript Information screen is used across High School, College, and Military modules.

  • A unified Transcript Dashboard displays all transcript types within a single interface when multiple modules are enabled.

  • Consistent process behavior allows users to seamlessly manage and evaluate transcripts regardless of their source.

• Scalable Transcript Intake via SFTP: SFTP integration enables institutions to streamline transcript intake by connecting directly to external systems or secure servers. This approach supports bulk upload and processing of transcripts, eliminating the need for manual, one-by-one uploads.

Target Users and Responsibilities

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

Transfer Credit Officers

Credit Officers

• Upload and process student transcripts

• Review preliminary course matches

• Manage and monitor evaluation progress

Department Reviewers

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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 Intake and Processing

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.

SFTP Integration

As an alternative, transcript intake can be performed via SFTP integration that enables institutions to connect to external systems or servers. This method supports bulk upload and processing of transcripts, eliminating the need for manual, one-by-one uploads. SFTP intake requires configuration during implementation based on the institution’s environment.

Configuration

• Requires additional setup depending on the external system

• Typically configured during implementation by Professional Services (PS)

After the transcript is uploaded, the system uses OCR and AI to extract critical information.

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

Transcript Information Review and Management

Once transcript data is extracted, Credit Officers review the data extracted. The system highlights courses that were automatically matched, as well as those requiring manual analysis during the evaluation phase.

Key actions in this step include:

• Reviewing data extracted

• Manually updating information if needed

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

3

Application Creation & Course Selection

After a transcript and course information have been reviewed and validated, Credit Officers initiate the TCE Application. This interface consolidates all reviewed transcript files 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.

4

Course Evaluation & Routing

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