Academic Records Evaluator

Job description

Academic Records Evaluator

MiraCosta College

To view the full job posting and apply for this position, go to:

Discipline or Department: Admissions & Records

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting at $5,327.92 per month

Working Hours: Two regular, full-time, categorically-funded positions; 40 hours per week, 12 months per year, on the Oceanside and/or San Elijo campus. The work schedule will be Monday - Friday, 8:00 AM - 4:30 PM. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application for classified employment on which you list all relevant experience.

2. Cover letter addressed to the "Screening and Interview Committee" specifically describing how you meet the desirable qualifications and representative duties.

3. Current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree. NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- Do you have direct experience evaluating transcripts? If so, please list your specific role. If not, please type "N/A".

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

The screening and interview committee will review application materials three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
BASIC FUNCTION: Under general supervision, perform complex and technical duties involved in the analysis and evaluation of student records and transcripts (1) for incoming students, in support of the state-wide SSSP initiative, to develop comprehensive education plans and prerequisite clearance, and (2) for outgoing students, to support graduation, and transfer certification; assist in the development of methods to streamline processes for handling incoming and outgoing records; perform clerical duties involving admissions, registration, records maintenance, and enrollment; provide technical assistance and information to students, staff and the public; and perform related duties as assigned.

DISTINGUISHING CHARACTERISTICS: An Academic Records Evaluator is distinguished from an Admissions & Records Assistant in that an incumbent in the former class is responsible for the analysis and evaluation of incoming transcripts and other academic records, determining their comparability in meeting MiraCosta College requirements, and validating student qualifications for the clearance of prerequisites, graduation, and transfer certification.

Representative Duties:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Evaluate incoming academic transcripts and records in support of the development of comprehensive education plans and placement recommendations; determine equivalency, degree or program completion and transfer-ability of course credits; analyze course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules and other reference materials; follow up with other institutions to resolve questions and issues; verify the institution's accreditation status; convert quarter units to semester units; apply course repetition and limitation policies where applicable; identify, recommend and initiate potential degree and prerequisite substitutions for faculty review; post student transfer equivalencies and prerequisite clearances in the transfer credit database.

2. Maintain the Degree Audit and Transfer Credit systems by creating course equivalency grids and inputting transfer course equivalencies and rules; trouble-shoot and test the system; assist with training of staff and faculty on using Transfer Credit and Degree Audit systems.

3. Evaluate student academic records to determine advanced standing following established procedures; make determinations on completion of MiraCosta College graduation and University of California/California State University transfer requirements; validate units and grades for other purposes including veteran benefits, active duty evaluations and academic progress requirements of financial aid students.

4. Provide technical assistance and guidance to students, staff, counselors, faculty and administrators in the interpretation and clarification of registration and prerequisite requirements and procedures; prepare and transmit correspondence for students, verifying student status and other information; respond to requests from other educational institutions and agencies involving the verification of student status records.

5. Document evaluation decisions and recommendations; provide explanations of complex rules and regulations to students in the event of denial of credit transfers; advise students of available options, including course repeats, academic renewal, course substitutions and changes in major; discuss issues with the relevant department chair/director.

6. Determine student eligibility for graduation; prepare graduation lists, diplomas and certificates for each semester by name, degree and major; consult with students regarding graduation when necessary; compute statistical data for graduation and verify completion of final semester courses; prepare cumulative grade point average (GPA).

7. At the close of each term, validate student completion of degree, certificate and transfer requirements; post completion of degrees, and certificates in PeopleSoft; print and mail diplomas and certificates.

8. Maintain a permanent record of transactions regarding academic records for verification and audit; respond to inquiries and provide information to students, staff, faculty, administrators, other institutions and the public on regulations, policies, procedures and guidelines.

9. Stay abreast of updates in district policies and procedures, general education and transfer credit policies, curriculum and articulation updates, and current and emerging technologies. OTHER DUTIES:
1. Serve as a resource and provide technical information to counselors, staff, faculty, administrators and other institutions.

2. Train and provide work direction to student and other hourly workers as assigned.

3. Perform related duties and responsibilities as required.

Type of Benefits:
A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

An associate degree and two years of related work experience; or an equivalent combination of training and experience.

NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:
In addition to possessing the skills and experience needed to excel in the performance of each of the areas of responsibility and representative duties above, the successful candidate will also possess the following qualifications and qualities: 1. Previous evaluations in a Student Services setting. 2. Previous experience working with computer systems and applications related to evaluations and student services (i.e. PeopleSoft, TES, Assist, etc.). 3. Demonstrated ability to work collaboratively with Student Services and Instructional Departments.

Licenses and Other Requirements: A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program.

Closing Date: 9-28-2018

First Screening Date:

Human Resources Contact Information:
[email protected] or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities, as well as a Bachelor of Science degree in Biomanufacturing.

The district operates two campus sites and two centers, and offers a robust online education program. The Oceanside Campus, serving approximately 10,500 students, is located on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, and attracts more than 3,000 students. The Community Learning Center in downtown Oceanside hosts about 2,500 students in the college's noncredit programs including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes. The Technology Career Institute (TCI) in Carlsbad is part of the college’s Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs, as well as certificate programs to train skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. The Small Business Development Center (SBDC) located at the TCI provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC), also located at the TCI, provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.

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Job No:
Posted: 9/10/2018
Application Due: 10/1/2018
Work Type: