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What You’ll Need

Before starting your transfer credit evaluation:
  • Transfer case information (reference identifier, transfer institution)
  • Course syllabi from the transfer institution (PDF format)
  • Administrative access to your Mapademics organization
  • Time estimate: 15-30 minutes for a typical 4-6 course evaluation

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Step 1: Access Transfer Articulation

Navigate to the Transfer Articulation section in your Mapademics dashboard:
  1. Log into Mapademics with your institutional account
  2. Click “Transfer Articulation” in the main navigation menu (look for the graduation cap icon)
  3. Review existing packages or prepare to create a new one
You’ll see a list of all existing Transfer Packages for your institution, showing:
  • Package names and transfer institutions
  • Reference tags (if provided)
  • Number of transfer courses in each package

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Step 2: Create a New Transfer Package

Each transfer evaluation gets its own Transfer Package to organize coursework:
  1. Click “Add Package” to create a new transfer evaluation
  2. Enter package details in the inline editing fields:
    • Package Name: Enter a descriptive name (e.g., “Biology Transfer - Fall 2024”)
    • Transfer From Institution: Full name of the sending institution
    • Reference Tag: Optional unique identifier for your institutional tracking
  3. Save your changes by clicking outside the input fields or pressing Enter

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Step 3: Open the Transfer Package

Once created, access the detailed package view:
  1. Click the “View” icon (eye symbol) next to your new package
  2. Review the package information section and update any details as needed
  3. Save changes to the package information if you made updates
The package detail view contains several key sections:
  • Package Information: Basic details and description
  • Transfer Courses: List of uploaded courses and their processing status
  • Matching Configuration: Equivalency threshold settings

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Step 4: Upload Transfer Course Syllabi

This is where the AI-powered analysis begins:

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Starting the Upload Process

  1. Click “Add Courses” in the Transfer Courses section
  2. Switch to upload mode which displays the drag-and-drop interface

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Uploading Files

  1. Drag and drop PDF syllabi into the upload area, or click to select files
  2. Upload multiple files at once - the system handles batch processing automatically
  3. Review the file list to ensure all intended syllabi are included
  4. Click “Upload Syllabi” to begin processing

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What Happens During Upload

The system automatically:
  • Extracts course metadata (title, description) from each syllabus
  • Uploads files securely to cloud storage
  • Initiates skills extraction using AI analysis
  • Provides real-time progress updates via WebSocket connections

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Step 5: Monitor Processing Progress

Track the AI analysis in real-time:

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Real-Time Updates

  • Status indicators show current processing state for each course
  • Automatic refresh updates the course list as processing completes
  • WebSocket notifications provide instant updates without page refreshes

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Processing Status Types

  • Pending: Course uploaded, waiting for skills extraction
  • Processing: AI is actively analyzing the syllabus
  • Completed: Skills extraction finished successfully
  • Failed: Processing encountered an error (contact support if this occurs)

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Step 6: Review Equivalency Results

Once processing completes, analyze the skills-based matches:

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Understanding Match Results

For each transfer course, you’ll see:
  • Overall equivalency score (percentage match with institutional courses)
  • Recommendation type: Full Equivalent, Partial Equivalent, or No Equivalent
  • Best matching courses from your institutional catalog, ranked by similarity

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Detailed Skills Analysis

Click on any course match to see:
  • Skill-by-skill comparison showing exact overlaps and differences
  • Proficiency level analysis comparing skill levels between courses
  • Unique skills present only in transfer course or institutional course
  • Match classification (Exact, Transfer Higher Level, Institution Higher Level)

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Multiple Equivalency Options

The system provides up to 5 potential matches per transfer course:
  • Navigate between options using the arrow controls
  • Compare match quality across different institutional courses
  • Consider alternative equivalencies based on program requirements

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Step 7: Make Equivalency Decisions

Use the detailed analysis to inform your transfer credit decisions:

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Decision Framework

  • Full Equivalent (85%+ match): Typically accept for full credit
  • Partial Equivalent (60-84% match): Consider partial credit or prerequisite requirements
  • No Equivalent (<60% match): Generally no credit, but review unique skills

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Documentation for Transfer Decisions

The detailed skills analysis provides clear justification:
  • Show exactly why courses were or weren’t accepted
  • Highlight skill overlaps that support credit decisions
  • Identify skill gaps that may require additional coursework

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Step 8: Adjust Matching Configuration (Optional)

Customize equivalency thresholds to match your institutional standards:

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Accessing Configuration

  1. Click “Matching Configuration” in the package header
  2. Review current thresholds:
    • Full Equivalent Threshold (default: 85%)
    • Partial Equivalent Threshold (default: 60%)

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Updating Thresholds

  1. Adjust percentages based on your institution’s transfer credit policies
  2. Consider program-specific requirements that may warrant different standards
  3. Save changes to recalculate all equivalencies with new thresholds

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When to Adjust Thresholds

  • Strict programs (engineering, nursing) may require higher thresholds
  • Liberal arts programs might accept lower thresholds for general education
  • Pilot testing may reveal optimal threshold settings for your institution

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Step 9: Complete the Evaluation

Finalize your transfer credit assessment:

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Document Your Decisions

  • Record final credit awards in your Student Information System
  • Save equivalency analysis for institutional records
  • Communicate decisions with skills-based justification

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Package Management

  • Keep packages organized for future reference and appeals
  • Archive completed evaluations while maintaining access for audits
  • Use consistent naming to facilitate searches and reporting

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What Happens Next

With your first transfer evaluation complete, you’re ready to:
  1. Scale the process for multiple transfer evaluations
  2. Refine your workflows based on initial experience
  3. Train additional staff on the system capabilities
  4. Develop institutional standards for different equivalency scenarios