CollegeVine's transcript processing workflow supports two functions: extracting structured data from transcript documents and performing configurable GPA recalculations based on your institution's requirements.
What transcript processing does
Transcript data extraction pulls structured data directly from transcript documents, including:
Courses
Grades
Credits and credit hours
GPA
Class rank
Class size
Graduation date
Degree earned (when available)
Transcript-based calculations support configurable GPA recalculations and institution-specific calculations. Examples include:
Custom GPA recalculations
Weighted GPA logic
State-specific index scores
Course-specific GPA calculations
Integration setup
Transcript processing uses two SFTP integrations.
Constituent sync
The constituent sync sends student-level data to CollegeVine.
Required fields:
First name
Last name
Unique identifier (Application ID, CRM ID, or Student ID)
Optional fields may be included to support processing and output needs, such as student type, academic major, entry term, and additional institutional data points.
This sync establishes the student record and stores any supplemental data needed for transcript processing or calculations.
Asset sync
The asset sync sends transcript documents to CollegeVine. Each transcript file must include or map to the same unique identifier used in the constituent sync (Application ID, CRM ID, or Student ID). This links the transcript document to the appropriate student record for processing.
GPA recalculation configuration
CollegeVine can configure GPA recalculations using the building blocks below, or build a fully customized calculation based on your institutional requirements.
Courses included
Specify which courses should be included in the recalculated GPA:
All academic courses
Core courses only
Math and science only
AP/IB coursework
GPA scale
Select the scale used for recalculation:
4.0 scale
100-point scale
Mapping and weighting
Optional weighting and mapping rules can also be configured:
Additional weighting for AP or honors coursework
Custom institutional mappings
Output file configuration
Transcript processing returns data via SFTP. In addition to recalculated GPA values, extracted transcript data can also be returned.
Common output fields include:
Student information
First name
Last name
Unique identifier
Transcript data
Extracted GPA
Class rank
Class size
Courses
Grades
Credits and credit hours
Graduation date
Degree earned
Custom outputs
Specific course groups (for example, all math or science courses)
Institution-specific calculations
Additional extracted data points
Additional fields can be added as needed throughout implementation.
Initial test batch
Once both SFTP integrations are active, submit a randomized sample batch of approximately 100 transcripts for testing. CollegeVine will process the batch and return output files through your configured SFTP integration.
The initial validation confirms:
Files are syncing correctly
Student records and transcripts are matched properly
Extracted data is accurate
Calculations align with your institution's requirements
Output formatting supports your downstream processes
Review and iteration
After the initial test batch is reviewed, CollegeVine and your team will refine the implementation as needed. Common adjustments include:
Adding or removing output columns
Refining extraction logic
Adjusting GPA calculation rules
Updating formatting requirements
Expanding extracted data fields
Implementation continues until outputs align with your institutional expectations and operational requirements.