Prior Credit Evaluation: Building a Bulletproof Process
Design an efficient, compliant prior credit evaluation workflow that protects students and your institution
Prior credit evaluation is a critical but often rushed process that directly impacts VA benefit usage. When done incorrectly, students can exhaust months of eligibility on courses they should have tested out of or received transfer credit for. When done right, it accelerates degree completion and maximizes benefit value.
This guide provides a comprehensive framework for building a prior credit evaluation process that's fast, accurate, and fully compliant with VA requirements.
⚠️ Critical Compliance Requirement
VA regulations require prior credit evaluations to be completed before initial certification. Certifying students for courses that could be waived by prior learning constitutes improper certification and can result in overpayments.
Timeline Best Practices
The 30-Day Evaluation Window
Recommended Timeline
Pro Tip: Start this process as soon as students are admitted, not when they arrive for orientation. This prevents last-minute certification delays.
Expedited Evaluation for Late Applicants
When students apply close to term start, you need a streamlined process:
- • Accept unofficial transcripts for preliminary evaluation
- • Use electronic transcript services for faster delivery
- • Assign dedicated staff during peak enrollment periods
- • Consider conditional enrollment pending official evaluation
- • Communicate clearly that certification may be delayed
Documentation Standards
Types of Prior Credit to Evaluate
1. Traditional Transfer Credit
- ✓ College/university coursework
- ✓ Community college credits
- ✓ International transcripts (with evaluation)
- ✓ Consortium agreements
Required: Official sealed transcripts
2. Military Training
- ✓ ACE-evaluated military courses
- ✓ Joint Services Transcript (JST)
- ✓ Community College of the Air Force
- ✓ Service school completions
Required: JST or official military transcripts
3. Examination Credit
- ✓ CLEP exams
- ✓ DSST/DANTES tests
- ✓ AP scores
- ✓ IB credits
Required: Official test score reports
4. Prior Learning Assessment
- ✓ Portfolio assessment
- ✓ Professional certifications
- ✓ Work experience evaluation
- ✓ Industry credentials
Required: Documented assessment process
Evaluation Documentation Checklist
Communication Strategies
Setting Clear Expectations
At Application
Inform students that prior credit evaluation is required before VA certification can be completed. Provide a checklist of needed documents and expected timeline.
During Evaluation
Send status updates if evaluation is taking longer than expected. Explain why additional documentation might be needed.
After Completion
Provide detailed evaluation results showing which credits transferred, which didn't, and why. Include updated degree plan and time-to-graduation estimate.
If Credit Doesn't Transfer
Explain the reasoning clearly and provide information about appeals process if applicable. Suggest alternatives like testing out of required courses.
Template: Evaluation Results Letter
Dear [Student Name],
Your prior credit evaluation has been completed. Here is a summary of your transferred credits:
- • Total Credits Accepted: [XX] semester hours
- • General Education Credits: [XX] hours
- • Major Requirements Met: [List courses]
- • Elective Credits: [XX] hours
Impact on Your Degree: Based on this evaluation, you need approximately [XX] additional credits to complete your degree, which equals [X] semesters at full-time enrollment.
Impact on VA Benefits: These accepted credits reduce your remaining degree requirements and may help you complete your program before exhausting your VA educational benefits.
Please review the attached detailed evaluation worksheet and updated degree audit. If you have questions or wish to appeal any decision, contact [Name] at [Contact Info] within 10 business days.
Sincerely,
[VASCO Name]
Compliance Tracking Methods
Build a Tracking System
Maintain a spreadsheet or database tracking these key data points for every VA student:
Student Information
- • Student name and ID
- • Program of study
- • Admission date
- • Expected start term
Evaluation Status
- • Documents requested date
- • Documents received date
- • Evaluation completion date
- • Student notification date
Credit Summary
- • Total credits accepted
- • Credits by source (transfer, military, etc.)
- • Remaining credits needed
- • Estimated completion date
Certification Impact
- • Courses waived by prior credit
- • Initial certification date
- • Certification notes
- • Appeals filed (if any)
Red Flags to Monitor
- ⚠️ Student enrolled in courses for which they have transfer credit
- ⚠️ Evaluation not completed before initial certification
- ⚠️ Military training credit not evaluated despite JST on file
- ⚠️ Significant delay between document receipt and evaluation completion
- ⚠️ Student notifications not sent after evaluation
Technology Tools That Help
Transcript Services
- • National Student Clearinghouse
- • Parchment
- • Credentials Solutions
- • Electronic transcript exchange
Evaluation Software
- • Transfer Evaluation System (TES)
- • CollegeSource TES
- • Automated equivalency tools
- • Degree audit software
Military Credit Resources
- • ACE Military Guide
- • Joint Services Transcript
- • Military credit equivalency databases
- • Veteran-specific evaluation tools
Key Takeaways
- 1.Start the prior credit evaluation process at admission, not orientation
- 2.Comprehensive documentation prevents certification errors and student debt
- 3.Clear communication manages expectations and reduces student frustration
- 4.Tracking systems ensure compliance and identify bottlenecks