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AI agent for academic advisors

Student Transfer Credit Evaluation Agent

Produce an accurate, evidence-backed transfer credit evaluation and a matching degree audit draft.

CreatingAutomationEducation
See how it worksGet access
Student Transfer Credit Evaluation Agent: what goes in, what the agent does and what you get

What it does

A transfer student arrives with 62 credits from two colleges, and the evaluation takes three weeks, so she registers for classes she may not need. This agent reads the transcript and matches each course to the equivalency table. It marks each as equivalent, general elective or no match, with the source row. For courses without a match, it flags them for faculty review and prepares the syllabus request. It then updates a draft degree audit and checks the remaining requirements against the major map. If a result changes the plan, such as a prerequisite being met, it recalculates the audit. It rechecks all results against catalog rules for residency and grade minimums before anything is shown. The advisor approves the evaluation before the student sees it. Edge case: a course is older than the age limit, so the agent flags it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Transfer transcript received 2 USES A TOOL Read the transcript courses, grades and dates 3 USES A TOOL Match each course to the equivalency table 4 DOES Mark each as equivalent, elective or no match 5 DOES Draft syllabus requests for the unmatched courses 6 USES A TOOL Update the draft degree audit 7 CHECKS THE RESULT Do grades, age limits and residency rules pass foreach credit? If not: mark the credit as not accepted and note therule. Back to step 3. 8 DOES Recalculate the remaining requirements 9 CHECKS THE RESULT Does the audit total match the credits accepted? If not: find the mismatched course and rebuild theaudit. Back to step 5. 10 YOU APPROVE Advisor approves the evaluation before the studentsees it 11 RESULT Transfer evaluation and audit draft
Read the steps as a list
  1. Transfer transcript received
  2. Read the transcript courses, grades and dates
  3. Match each course to the equivalency table
  4. Mark each as equivalent, elective or no match
  5. Draft syllabus requests for the unmatched courses
  6. Update the draft degree audit
  7. Do grades, age limits and residency rules pass for each credit?If not: mark the credit as not accepted and note the rule. Back to step 3.
  8. Recalculate the remaining requirements
  9. Does the audit total match the credits accepted?If not: find the mismatched course and rebuild the audit. Back to step 5.
  10. Advisor approves the evaluation before the student sees itThe agent waits here for your OK.
  11. Transfer evaluation and audit draft

How it decides

A course matches when the equivalency table lists it with an acceptable grade and age. Courses with no table match go to faculty review, never a guess.

  • Accept a course only with a table match, a minimum grade of C and within the age limit
  • Send courses with no match to faculty review with the syllabus
  • Count credits toward residency rules before the audit
  • Never apply credits for a course twice

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Minimum grade (default C)
  • Age limit for courses (default 10 years)
  • Equivalency table source
  • Residency rules
  • Audit format

What keeps you in control

It always asks you first

  • Advisor approves the evaluation before it is shown to the student
  • Advisor approves syllabus requests

Hard limits

  • Never show the evaluation to the student without advisor approval
  • Never guess an equivalency

It stops when

  • Done: all courses are decided or sent for review
  • Stop: the transcript is unreadable or incomplete

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA transcript lists 21 courses with 62 credits. 14 match the table and 5 are electives. Two have no match, so the agent drafts syllabus requests. The check finds one matched course has a D, below the minimum, and another is 11 years old, past the 10-year limit. Both are removed from the accepted list. The audit now totals 52 credits. The advisor approves it.

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