2025 TES Enhancements

The following information pertains to changes made to TES® in 2025. Nine enhancements and/or fixes has been made to TES within the year.

• See the yearly Release Notes pages within the TES Support Center for details regarding prior enhancements.

Additional Changes to Equivalency Batch Editor Logic

The logic within the Equivalency Search has been further refined to include courses with trailing wildcards in the search results. Due to this logic change:

1. Users will need to select the Exact Match checkbox when needing to exclude courses with trailing characters from the search.
2. The home course replacement action will only be available if the Exact Match checkbox is marked.

The maximum number of equivalencies that can be updated at once has also been increased from 2,000 to 5,000.

How It Works

Institutions that store equivalencies in TES® can use the Equivalency Batch Editor to identify and edit equivalencies. The Equivalency Search, or EQ Search, locates specific groups of equivalencies in the institution’s TES database based on selected criteria. From there, users can export, edit, or delete these equivalencies.

The logic within the Equivalency Batch Editor EQ search was updated on 3/12/2025 so that when searching for equivalencies containing a Transfer Course or Equivalent Course, courses with hyphenations that do not match the course entry will no longer appear in the search results (unless paired with the entered course within an equivalency). They will be treated as separate courses and require separate searches to batch update.

Given that the EQ Search is often used for broader searches (i.e., all active equivalencies to courses in the BIOL Department), the logic was again adjusted so that, by default, courses with trailing characters can now be returned in the search. For example, if “BIOL” is entered as the Equivalent Course code, equivalencies containing the home course codes BIOL 101, BIOL 102, BIOL 103, etc. would be returned in the search. Users must select the Exact Match checkbox to exclude courses containing trailing characters from the results.

Users are given the option to replace the home course with all selected equivalencies within one replacement course when searching by Equivalent Course. Given the changes above, users must now select the Exact Match checkbox to use the replacement course functionality. This option will not appear in the Batch Editor interface unless the checkbox is marked.

Previously, users could update a maximum of 2,000 equivalencies through the Batch Editor. This limit has been increased to 5,000. If additional results are returned in the search, criterial will need to be refined to allow for batch editing.

For more information, see The Equivalency Batch Editor, Find Equivalencies through the Equivalency Search, and Batch Edit Equivalencies.

Change to Equivalency Batch Editor Logic

The logic within the Equivalency Search has been refined. When searching for equivalencies containing a Transfer Course or Equivalent Course, courses with trailing characters or hyphenations that do not match the course entry will no longer appear in the search results (unless paired with the entered course within an equivalency). They will be treated as separate courses and require separate searches to batch update.

How It Works

Institutions that store equivalencies in TES® can use the Equivalency Batch Editor to identify and edit equivalencies. The EQ Search, or Equivalency Search, locates specific groups of equivalencies in the institution’s TES database based on selected criteria. From there, users can export, edit, or delete these equivalencies.

Users reported multiple instances where batch updates were written into the EQUIVALENCY LOG, but the home course was not replaced. This occurred when:

1. A trailing character appeared within the search results but not the course code entered into the EQUIVALENCY SEARCH.

Example: BIOL101 was entered into the Transfer Course Code field in the EQUIVALENCY SEARCH. BIOL101X was returned in the results.

2. The course code in the EQUIVALENCY SEARCH and the one in the database had inconsistent hyphenation.

Example: BIOL101 was entered into the Transfer Course Code field in the EQUIVALENCY SEARCH. The course is formatted as BIOL-101 in the database.

The logic within the Equivalency Batch Editor EQ Search has been updated to prevent these situations. Courses containing trailing characters and mismatches in hyphenation and spacing will not be returned in the search results (unless paired with the entered course with an equivalency) and will be treated as different courses by the Equivalency Search. If the user needs to batch update equivalencies to BIOL101 and BIOL101X, for example, the user will need to perform two separate searches and updates.

For more information, see The Equivalency Batch Editor, Find Equivalencies through the Equivalency Search, and Batch Edit Equivalencies.

View Institution Profile Button Changed in My Evaluations and All Open Evaluations

The View Institution Profile button has been updated within My Evaluations and All Open Evaluations to help better guide evaluators to important transfer evaluation resources.

How It Works

The TES® Evaluation Tracker workflow gives institutions a means to route course descriptions to faculty and staff for review by creating evaluation tasks. TES gives customers access to a comprehensive set of resources to support the evaluation process, including institution profiles, websites, and transcript keys. Within an evaluation task, users could select the plus-sign (+) to the right of the send institution name to view the Institution Profile, where the reviewer could review an institution's accreditation, look at its website, and view a transcript key (if available). The View Institution Profile icon has been updated to the building icon used in Course Finder 2 to make the location of these resources more prominent in the Evaluation Tracker.

For more information, see My Evaluations: Tasks Assigned to Me and All Open Evaluations.

More Prominent Location for Support Files in the Evaluation Tracker Workflow

Support files have been moved under EVALUATION DETAIL within assigned evaluation tasks.

How It Works

Users can attach support files (such as syllabi or course outlines) to evaluation tasks to provide reviewers with additional information when evaluating a course for transfer. Each file must be less than 10 MB in size and cannot exceed the combined 20MB limit. Up to two PDFs can be uploaded when creating an evaluation task, but additional support files can be uploaded through My Evaluations and All Open Evaluations.

Users have requested that the Support files field be given a more prominent location in an evaluation task, noting that documents could sometimes be overlooked due to placement under the send course description. Support files will now be located within the EVALUATION DETAILS under the Created by me field. The field name will be noted regardless of whether a file was uploaded.

Bug Fix: ADD/EDIT COURSE Modal Could Not Be Closed After Dragging

A user reported being unable to close the ADD/EDIT COURSE modal in My Evaluations after moving it on the screen.

How It Works

When reviewing evaluation tasks in TES®, evaluators select the Add/Edit Course action to choose equivalent courses. The placement of the modal can be moved within the screen. A user noted that in doing so, the Done and Close buttons moved out of view and could not be selected when scrolling up or down. This behavior was also found when moving the modal within All Open Evaluations.

The modal has been adjusted to no longer exceed a height that will cover these buttons when moved.

For more information, see Completing an Evaluation.

New: Ability to Clone Groups and Group Reports

Individuals with the CREATE EQ user right can create copies of Groups and Group Reports within the same send institutions, making the process for creating Group Reports with similar structures more efficient.

How It Works

Group Reports are used to create and display articulation agreements and transfer guides between two institutions. Each Group Report is composed of Groups, which contain equivalencies and optional explanatory text (in the Public Note) to help convey transfer information to students. These Groups can be reused and combined in any order in other Group Reports.

Institutions can now create copies of Groups and Group Reports within the same send institution. This will speed up creating Group Reports for institutions that reuse equivalencies, text within the Public or Private Notes, or use custom HTML in their Groups and Reports.

Users can select Clone Group to create a copy of an existing Group when viewing a Group within the Equivalency Manager. Users will be prompted to enter a name for the new Group, and if there are equivalencies within the Group, select which ones should be copied into the new Group. The PUBLIC VIEW DISPLAY? setting and the contents of the PUBLIC NOTE and PRIVATE NOTE fields will automatically be copied into the new Group. This means that if the PUBLIC VIEW DISPLAY? setting is set to Yes, the Group will display in the Public View by default. After creating the new Group, users can add additional equivalencies and adjust the Group Header if needed.

Users can select Clone Group Report to create a copy of an existing Group Report when viewing a report within the Equivalency Manager. Users will be prompted to enter a name for the new Group Report, and if there are Added Course Groups within the report, select which ones should be copied into the new Group Report. The PUBLIC VIEW DISPLAY? the setting and the contents of the SUBHEADER TEXT field will automatically be copied into the new Group Report. This means that if the PUBLIC VIEW DISPLAY? setting is set to Yes, the Group Report will display in the Public View by default. After creating the new report, users can add additional Groups and adjust the Group Report Header if needed.

For more information, see Groups and Group Reports.

Changes to Multifactor Authenticated (MFA) Login

The multifactor authentication process within TES® and the Transferology® Lab is being streamlined to provide a more similar experience between applications.

How It Works

Multifactor authentication – also known as “MFA” – protects a user’s account – and the data within – from unauthorized access if the user’s password becomes stolen or compromised. It introduces a second verification step to confirm the user’s identity. Within TES and the Transferology Lab, users are prompted to enter a six-digit code sent to the individual’s email.

After entering the verification code, users can choose to bypass multifactor authentication when logging into TES or the Transferology Lab for the next 45 days. During this timeframe, no additional verification beyond one’s username and password will be required. Language within the user interface and verification code emails has also been condensed and will now be consistent between applications.

For more information, see How to Log In to TES. Further detail is also provided within the CollegeSource blog post This month: Changes coming to multifactor authenticated log in TES and the Transferology Lab.

Email Reminder Rule Button Label Change

The Create button within the EMAIL REMINDER RULE pop-up has been renamed Save.

How It Works

Individuals with the MANAGE EVAL user right can use the Send Email Reminders feature in TES® to send reminder notifications to evaluators who still need to complete evaluation tasks. Users can send email reminders in one of two ways:

1. On a weekly schedule via an email rule.
2. Manually to selected individuals.

Institutions can create one email reminder rule based on the number of days since evaluation tasks were created. Users turn the rule on and off (default setting) via the Email Reminder Rule toggle. When on, email reminders are sent every Monday at 8:00 a.m. (PST) to any evaluator assigned evaluation tasks meeting the established criterion. Previously, the user would select the Create button to make or edit the rule. The label of this button has been changed to Save to help make the process of updating the rule clearer.

For more information, see Send Email Reminders for Open Evaluation Tasks: Create and Manage an Email Rule.

Improvements to TES Account Password Setup Email

The TES Account Password Setup email origination field and text have been updated for clarity.

How It Works

TES Administrators manage the creation and maintenance of the institution’s TES® user accounts. When creating an account, an optional notification email with instructions on how to set the account password can be sent to the new user.

The following changes were made to better help provide clarity about where the email originated from

• The From: line will no longer say the email was sent on behalf of the TES Administrator who created the account. The TES Administrator’s username will now appear as the sender’s name.
  • The body of the email will also identify this individual as the account creator.
• Text in all capital letters now appears in sentence-case.

For more information, see Creating a New User Account in TES.

Updates to the Public View Error Message Page

Students accessing inactive Public View URLs will be provided with suggested contacts to help obtain transfer credit information.

How It Works

Institutions can use the TES® Public View to display transfer equivalencies, agreements, and guides with prospective students. Each subscribing institution is given a unique URL for the Public View that can be shared or embedded behind a text or graphic on a website. 

Students accessing a partial Public View URL or the URL for a disabled Public View see a message stating that the page is not available. Additional information has been added to help connect students with resources at the institution. Students are encouraged to contact an Admissions representative or advisor at the college or university for further information about transferring credit. Staff members assisting students with transfer are encouraged to contact the office managing transfer articulations at the institution (this is often the Office of the Registrar).

For further information, see Using the Public View.