Frequently Asked Questions
Evaluations
Section titled “Evaluations”Which file types can be uploaded? PDF, JPG/JPEG, and PNG. Text-based PDFs give the best extraction quality. Every upload is virus-scanned.
How long does an evaluation take? Typically a couple of minutes per transcript, visible live in the Evaluation Queue. Long documents and photos take longer.
Are the AI’s matches final? No. The AI only suggests matches, with evidence. An evaluator reviews every suggestion, can add or remove matches manually, and must explicitly confirm each match with Yes or No before an evaluation can finish. See Reviewing results.
Can I change a completed evaluation? Completed evaluations are read-only to preserve the audit trail. Run a new evaluation for the student — matches you previously approved carry over as locked, so you only decide what’s new.
Why is a course marked ineligible? It failed the program’s transfer policy — grade minimum, time limit, GPA, or credit cap. The reason is shown with the course, and an evaluator can override with Allow Transfer when justified.
What does the work experience exception do? It waives the program’s Maximum Years Since Taken time limit for one evaluation — for students whose professional experience keeps older coursework current. See Creating an evaluation.
Students
Section titled “Students”What does the student receive? For staff-run evaluations: a PDF summary you download or email from the completion dialog. For direct-link and website uploads: a branded results page and email with their estimated credits, your disclaimer, and your call-to-action — see Results page & email.
Do students need an account? No. Direct links and the website form only require the student to verify their email with a 6-digit code.
Is the student’s result official? Results delivered to prospective students are presented as estimates, with a configurable disclaimer. Official awards happen through your institution’s confirmation workflow.
Setup & administration
Section titled “Setup & administration”Who can change programs and settings? Managers and above. Day-to-day evaluation work needs only the Analyst role. See Team & roles.
Can different teams see different programs? Yes — create teams and assign programs to them in Team Management.
Can we make the AI stricter or looser? Yes: Matching Sensitivity (Low/Balanced/High) and Course Level Matching (Strict/Moderate/Loose) in Organization settings › AI Settings.
Can TCEvaluator write results into our SIS or CRM? Yes — self-serve webhooks fire on submission or completion, and managed SIS connectors are available for supported systems.
Where does our data live? Is it shared? Each institution runs in its own isolated tenant with a dedicated database. See Data security & privacy.