Primary Purpose

The Transcript/Degree Evaluator is responsible for the entire degree granting and transcript evaluation process, which includes evaluating transfer students’ records toward COCC degrees and certificates; maintaining all degree and certificate files; monitoring and evaluating degree requirements in GradTracks (DegreeWorks), COCC’s degree audit system; evaluating, entering and maintaining transfer course articulation tables in Banner, COCC’s Student Information System.

Essential Duties and Responsibilities

Transfer Evaluations, Transcripts & Student Records

• Serve as one of two primary staff to intake and evaluate student transfer transcripts (approximately 1,700 annually). Using analytical and organizational skills, transcript evaluation theories and best practices, articulate all transfer coursework and award credit according to COCC equivalencies and certificate/degree requirements. Research transferability of coursework using the College Source Online program, ACE Credit Guide; comparing transfer institution course description to COCC course description, and/or consulting with COCC faculty.
• Review and apply all Credit for Prior Learning (CPL) including but not limited to: Credit for Prior Certification, military transcripts, Advance Placement (AP), College Level Examination Program (CLEP), and International Baccalaureate (IB). Assist with CPL submissions and workflow through the use of Credit Predictor Pro software.
• Develop and oversee standards, procedures and documentation of transcript and degree evaluation processes. Maintain transfer institution information and course equivalency database by reviewing annual curricular changes from all Oregon public institutions, as well as other COCC partners.
• Using strict attention to detail and catalog knowledge, review the annual coding (Scribe) of COCC certificates and degrees in GradTracks, COCC’s degree audit system. Ensure the maintenance and adjustments in Scribe match all requirements listed in the college catalog and transfer coursework adjustments, by working collaboratively with the Enrollment Technical Specialist team.
• Provide assistance to students, faculty advisors, CAP Services advisors, Financial Aid, and any other applicable department by answering questions and explaining procedures, certificate and degree policies, requirements, and course applicability so that students and advisors can develop accurate long-range academic plans.
• Maintain student transcript records and documents held within the student’s electronic file. Ensure that only pertinent documents are included. Follow the State of Oregon archiving laws, regarding retention of transcripts, degree evaluations, and related materials. Organize incoming, current and purged student transcripts.

Certificate/Degree Awarding and Commencement

• Oversee and facilitate the certificate and degree awarding process. Use Argos reporting software to capture student registration data from the DegreeWorks database and perform a detailed analysis to identify students who have completed 100% of the requirements in their declared program of study, as well as students at other established benchmarks. Develop and send customized communications to advisors and students leveraging Banner SIS and Argos functionality. Articulate and apply COCC policies to automatic degree awarding procedures and coordinate processes and communications with other COCC departments including EAM, CAP Services, and Financial Aid.
• Provide assistance to students and faculty advisors by interpreting certificate and degree audits, explaining degree policies and requirements and offering options.
• Print all diplomas and proof for accuracy; ensure that diplomas are mailed to students within a timely manner.
• Coordinate list of graduates for commencement program and lists of students participating in the commencement ceremony; coordinate all mailings and informational pieces to students regarding graduation; and serve as a member of the commencement committee, providing assistance in commencement planning and day-of activities.

Admissions & Records Functions

• Participate on the Admissions and Records team to support the College’s mission, vision, values and goals and a shared vision of excellence in student services. Participate in continuous improvement by inviting and providing honest and timely feedback. Adjust workflow and tasks in order to support the overall needs of the team.
• Provide Admissions & Records phone support, answering detailed questions for current and prospective students about COCC programs, registration, advising, and placement testing, as well as general questions about financial aid. Includes being able to answer general questions for community members and make appropriate referrals to other staff or departments on campus.
• Support Admissions activities through calling campaigns and other outreach initiatives.
• Other duties as assigned.

Knowledge, Skills and Abilities

• Ability to combine excellent technical reasoning abilities with strong interpersonal and communication skills.
• Ability to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Ability to provide quality, accurate, consistent customer service to students and staff in an environment of persistent interruptions. Be able to work with customers who are frustrated, angry and/or confused; diffuse the situation and provide the customer with a positive experience.
• Possess a high level of problem-solving, analytical and organizational skills needed to review detailed customer profiles/accounts/records, and interpret and apply guidelines and regulations
• Ability to identify workflow problems, analyze results and create resolutions using appropriate measures.
• Ability to work independently and use strong time management and initiative skills to manage multiple requests (both in person and on the phone), prioritizing some requests over others based on college and department needs/goals.
• Possess knowledge of transcript/credit evaluation theories and methods.
• Ability to interpret College enrollment policies and degree requirements, explaining rationale behind policies for faculty and students daily in a professional, student-centered manner.
• Ability to delegate work to co-workers or work study students on a daily basis.
• Ability to effectively utilize common MicroSoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize a student information system (Banner) and standard office equipment
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Possess in-depth knowledge of the Family Educational Rights and Privacy Act of 1974 standards and application; and the theory behind the Act, for its proper interpretation, implementation and explanation to staff/faculty, students and parents.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Ergonomic Requirements

While performing the duties of this position, the employee is required to function effectively indoors in an office environment engaged in work of primarily a sedentary nature with the ability to sit or stand at workstation for extended periods. The employee is regularly required to sit, use hands and fingers, handle or feel objects, tools or controls, reach with hands and arms and requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting under ten pounds for 15 percent of the time. Computer screen is used more than 90 percent of the time. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Minimum Requirements

• Associates degree

• Two years’ experience in a customer service setting, including experience in record keeping, data analysis, and the use of critical thinking skills for informed decision making.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Transcript/degree evaluation work experience
• Banner and/or DegreeWorks experience
• Experience in college admission and registration processes