Ocriva for Education
Reduce student document data entry — give registrar teams time to focus on what matters.
Daily Challenges in Educational Institutions
Registrar offices, finance departments, and scholarship units at every institution face these problems every semester:
- Transcripts and academic records entered by hand — students submit documents from other institutions by the hundreds each admissions cycle. Staff must type in course codes, grades, and GPA entry by entry — error-prone and taking several days.
- Paper application and registration forms — at the start of each semester, students submit hundreds or even thousands of forms simultaneously. The registrar team must read handwriting and key data into the SIS, creating a severe bottleneck.
- Tuition receipts and payment notification slips — students use multiple proof-of-payment formats: bank slips, QR code payments, and deposit slips. The finance team must verify and enter each one separately.
- Scholarship documents (Student Loan Fund / SLF, institutional scholarships) — loan application forms, family income certificates, and status confirmation letters from external agencies run to many pages per student. Data must be read and entered into the fund management system one person at a time.
- Certifying documents from other institutions — letters from MHESI (Ministry of Higher Education, Science, Research and Innovation), foreign credential equivalency certificates, English-language transcripts — each has a different format requiring time to read and convert into system data.
- No digital document storage system — student documents accumulate over many years, piling up in filing rooms. Retrieving documents when a student files a complaint or requests verification takes a long time.
How Ocriva Solves These Problems
For Universities / Higher Education Institutions
- Create Templates for each document type once and reuse indefinitely — for example: Thai Transcript, English Transcript, Application Form, Academic Certificate, SLF Form
- AI reads handwriting and low-quality scanned documents — supports transcripts from hundreds of universities nationwide with varying formats, extracting structured data with validation
- Export into the Student Information System (SIS) via REST API or CSV — no retyping, fewer key-in errors
| Example Field (Transcript / Academic Record) | Details |
|---|---|
| Student ID | Format validation matching the SIS |
| Full Name | Both Thai and English |
| Course Name / Code | Alphanumeric |
| Grade | A, B+, B, C+, C, D+, D, F, S, U |
| Credit Hours | Integer or decimal |
| Cumulative GPA | 2 decimal places |
| Graduation Date / Document Issue Date | Date validation |
For Private Schools
- Batch upload an entire admission cohort's applications in one operation — AI simultaneously extracts student name, date of birth, address, grade level, and attached documents, reducing data entry during the busiest admissions period
- Webhook notifies the SIS automatically as soon as OCR processing is complete — registrar staff see new student data in the system without anyone having to manually import it
- Export into financial systems — extract data from tuition invoices and payment receipts and export directly into the accounting system
For Training Institutes
- OCR receipts and payment vouchers — automatically extract learner name, course name, amount, and date — no manual entry per person
- Multi-project separation by course / cohort — create separate projects per student batch or per course so data stays clean and analytics are easy to review per cohort
- Photograph documents, send via LINE — instructors or on-site staff can submit registration documents via LINE immediately, with data flowing into the central system automatically
PDPA and Student Data Security
Education data is personal data that must be handled carefully under the Personal Data Protection Act B.E. 2562 (PDPA). Ocriva is designed to meet every requirement of educational institutions:
| Feature | Details |
|---|---|
| PDPA Compliant | Student data is handled in full compliance with PDPA — including consent management, right to erasure, and data minimization |
| File Retention | Configure document retention periods to match institutional policy (e.g., student records for 10 years after graduation) — automatic deletion on expiry |
| Role-Based Access | Assign permissions by role: registrar staff, finance department, scholarship unit, academic advisors — no cross-contamination |
| Multi-tenant | Separate projects by faculty / department / academic year — student data for each group stays isolated |
| Audit Trail | Every document access, every export, and every edit is fully logged and traceable at any time — supports inspections by MHESI |
Example Use Cases
Case 1 — University Registrar Office, New Student Admissions:
Applicants upload transcripts and academic certificates from their previous institution → staff batch uploads all 400 documents → AI OCR extracts course codes, grades, and GPA → automatically checks admission criteria → exports into the SIS → reduces key-in work from 3 days to half a day
Case 2 — Student Loan Fund (SLF) Application Period:
Students submit stacks of SLF application documents — SLF Form 101, family income certificates, and student status confirmation letters → staff photographs and batch uploads the full set → Ocriva extracts student ID, full name, family income, and loan amount requested → automatically submits to the fund management system via webhook → reduces verification time per applicant from 20 minutes to under 3 minutes
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