What are the responsibilities and job description for the Transcript Evaluator position at Cape Fear Community College?
Position Description
DEFINITION:
The Transcript Evaluator is responsible for evaluating academic credentials and determining transferable credit for students enrolling at Cape Fear Community College. Through the review of official transcripts, examination scores, military records, foreign credential evaluations, and other educational documentation, the Transcript Evaluator determines the transferability and equivalency of coursework in accordance with College policies, accreditation standards, articulation agreements, and program requirements. This position serves as a resource within the Registrar's Office by ensuring accurate and timely transfer credit evaluations while supporting students, faculty, academic departments, and Enrollment Services staff. The Transcript Evaluator may also assist with staff training, process improvement efforts, degree audit support, reverse transfer initiatives, and other transfer-credit-related projects as assigned.
SUPERVISION RECEIVED AND EXERCISED:
- Receives direction from the Coordinator of Graduation and Transfer Credit Evaluation.
- Exercises no direct supervision.
- May assist with onboarding, training, and procedural guidance for staff involved in transcript evaluation functions.
Duties & Responsibilities (Essential Functions)
ESSENTIAL FUNCTIONS:
- Evaluate official college and university transcripts, examination scores, military records, foreign credential evaluations, and other educational documentation to determine transfer credit eligibility and course equivalencies in accordance with College policies, accreditation standards, articulation agreements, and program requirements.
- Receive, review, and maintain official transcripts and supporting academic documentation within the student records system, ensuring accuracy, completeness, and compliance with established procedures.
- Enter eligible transfer coursework and evaluation data into College systems to facilitate the transfer credit evaluation process and maintain accurate student records.
- Generate transfer credit evaluation results, maintain supporting documentation, and communicate evaluation outcomes to students.
- Maintain documentation related to transfer credit exceptions, substitutions, departmental approvals, and other special transfer credit determinations.
- Utilize Ellucian Colleague, TES (Transfer Evaluation System), Softdocs Etrieve, Informer, Microsoft Office, Google Workspace, Element451, and other assigned technologies to perform transcript evaluation, records management, and reporting functions.
- Research institutional accreditation status, course descriptions, and curriculum information to support transfer credit decisions and course equivalency determinations.
- Collaborate with academic departments, program directors, department chairs, deans, and Enrollment Services staff regarding transfer credit decisions, course equivalencies, curriculum changes, and special student requests.
- Facilitate referrals and communication between students and academic departments when additional review or specialized evaluation is required.
- Respond to inquiries from students, faculty, staff, and external constituents regarding transfer credit policies, procedures, and evaluation outcomes.
- Support degree audit processes, reverse transfer initiatives, transfer credit projects, and other student success efforts as assigned.
- Participate in student registration activities, enrollment events, and front-line Enrollment Services operations as needed.
- Assist with onboarding, training, and mentoring staff on transcript evaluation procedures, systems, and best practices.
- Identify opportunities for improvement and recommend enhancements to transcript evaluation processes, procedures, and workflow efficiencies.
- Participate in professional development activities, departmental, division, and College meetings, and perform other related duties as assigned.
Qualifications
QUALIFICATIONS
Knowledge of:
- College policies and procedures related to admissions, registration, records management, graduation, and transfer credit evaluation.
- Accreditation standards, transfer credit principles, articulation agreements, and course equivalency practices.
- General education requirements, academic grading systems, credit hour calculations, and unit equivalencies.
- FERPA regulations and best practices related to the confidentiality and security of student records.
- Student information systems, transcript evaluation systems, degree audit tools, and electronic records management systems.
- Community college operations and the role of Enrollment Services in supporting student success.
- Microsoft Office Suite and Google Workspace applications.
- Principles and practices of records management and data entry.
- Modern office procedures, methods, and business communication practices.
- English usage, spelling, grammar, and punctuation.
Ability to:
- Interpret and apply College policies, procedures, accreditation standards, and transfer credit guidelines.
- Exercise sound judgment and make accurate transfer credit determinations within established policies and procedures.
- Analyze official transcripts, examination scores, military records, foreign credential evaluations, and alternative credit documentation.
- Research institutional accreditation status, curriculum information, and course descriptions.
- Maintain a high degree of accuracy, attention to detail, and confidentiality when handling student records.
- Organize and prioritize work effectively while managing multiple deadlines and competing priorities.
- Communicate clearly and professionally, both orally and in writing.
- Establish and maintain effective working relationships with students, faculty, staff, and external constituents.
- Learn and utilize College software systems and technologies necessary to perform assigned duties.
- Identify problems, evaluate alternatives, and recommend appropriate solutions.
EXPERIENCE AND TRAINING GUIDELINES
Experience:
- Associate degree from an accredited institution and two (2) years of experience in a Registrar's Office, Admissions Office, Enrollment Services office, or related higher education environment.
- Experience with transfer credit evaluations and degree audits.
- Demonstrated ability to maintain confidentiality and compliance with FERPA requirements.
- Demonstrated ability to maintain a high degree of accuracy and attention to detail when processing student records and evaluating academic credentials.
- Demonstrated ability to work independently, exercise sound judgment, and effectively manage multiple priorities in a fast-paced environment.
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Commitment to providing exceptional customer service to students, faculty, staff, and external partners.
Preferred Experience:
- Two (2) or more years of experience evaluating transfer credit in a college or university setting.
- Experience determining course equivalencies and applying transfer credit policies and procedures.
- Experience with Ellucian Colleague, TES (Transfer Evaluation System), Softdocs Etrieve, Informer, Degree Works, or similar higher education software systems.
- Experience interpreting articulation agreements, transfer pathways, and accreditation requirements.
- Experience supporting degree audit processes, graduation evaluation activities, or reverse transfer initiatives.
- Experience training, mentoring, or assisting with the onboarding of staff.
Supplemental Information
- This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
- Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.
- Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.
- To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.
STATEMENT OF NON-DISCRIMINATION
Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.