The Problem
Before implementing the ProcessMaker TCE Applicant solution, Stetson relied on a 100% manual transfer credit evaluation process. Each transcript was reviewed line by line, with course equivalencies entered manually into Ellucian Banner, even when the same courses appeared repeatedly from feeder institutions.
High-credit transcripts added further complexity. Evaluators often worked through dozens of courses manually, increasing workload and making it difficult to scale the process in alignment with enrollment goals.
The Solution
Stetson implemented the ProcessMaker TCE Applicant solution, partnering closely with the ProcessMaker team to digitize, standardize, and automate transfer credit evaluation while preserving academic oversight.
Instead of re-entering course data manually, transcript information is now captured using Optical Character Recognition (OCR) and routed through a structured review process. Courses that have already been reviewed are automatically matched to existing equivalencies, ensuring consistent credit decisions without repeated data entry.
The system centralizes evaluation history, tracks decision rationale, and provides visibility into each transcript’s status. This creates a consistent, repeatable process while still allowing subject matter experts to review new or complex coursework.
By embedding evaluation logic into a guided workflow, Stetson transformed transfer credit evaluation from an individual-driven task into an institutional process.
The Value Created
Stetson has transformed transfer credit evaluation from a manual, person-reliant process into a standardized, scalable operation that supports both student equity and institutional growth.
During a recent peak period, transfer cases increased from approximately 20 per month to nearly 300, yet the Registrar’s office managed the surge without increasing staff workload. The difference lies in automation and historical intelligence.
Where staff previously entered every course manually, most coursework is now automatically pre-matched based on established equivalencies.
