TES FAQs List

What is TES?

Central to TES® is an exhaustive course description database. The database contains complete course details, including course code, course title, description and number of credits. TES® also encompasses a suite of tools specifically aimed at automating and streamlining educational business processes. These processes include; analysis of transfer courses and transcripts, the administration and maintenance of course equivalencies, communication of course data between staff, users and faculty.

What is Course Finder?

Course Finder allows you to quickly navigate the course description database. Once you have identified a course(s) you have the ability to print, email or route the course description(s) to the appropriate person on your campus to make the equivalent determination. Additionally, you can research your institution's course inventory for possible equivalents by using a keyword search utility.

What is a Course List Report?

A Course List Report allows you to create a custom report containing any courses and course descriptions that you select. It can contain courses from multiple institutions.

What is an Equivalency Report?

An Equivalency Report is a function of the Course List Report that utilizes course equivalency relationships created with the Equivalency Manager. It lists courses that have been added to a course list report, maps them to the data set you choose, and then generates a report.

What is Equivalency Manager?

Equivalency Manager allows you to create and manage course equivalency relationships between your course inventory and another institution. The equivalency relationships are shared between all members/users of your account and can be displayed on your website using the Public View function.

Why Doesn’t TES Show the Most Recent Catalog for Particular Institutions?

CollegeSource makes every effort to ensure that our catalog holdings are up-to-date; however there are a number of reasons why they may not be current in every instance. We collect every catalog by permission of the institution.

The vast majority grant such permission, but even those that do are sometimes slow in submitting their catalogs. Another reason is that many institutions today keep a "living" catalog that undergoes constant revision, even after students begin taking courses within the effective date range of the catalog. These institutions sometimes clearly ask us not to collect the catalog until they are finished revising it. If you need a catalog that is missing, you should always submit a case to us asking that we try and acquire the catalog. We will respond with an explanation of why the catalog is not in our holdings and/or supply an estimated date on which the catalog will be processed.

Who is a TES Administrator and What Responsibility Does This Person Have?

When a TES® subscription is activated for an account, a TES® administrator needs to be designated by your institution. One of the things a TES® administrator does is to oversee your account user base. The TES® administrator has complete control to add/create/edit users and to set user rights for each user. User rights control what application features are available to that user

The administrator has the ability to control other areas of TES® for your campus such as setting up the Public View, running Usage Statistics, and using other e-mail functions within TES®. For more information on User Rights see: User Rights.

How Do I Add a User to My Account?

You need to have Administrator rights to add/create users for your account. To add a user, go to the MANAGE menu and select the User Management item. Click on the ADD NEW USER button and fill out the necessary contact information fields and select the appropriate user rights for the user. Click the Create button and the user will be added to your account.

How Does a User Receive Their Password?

When the Admin adds a user account to TES, the user is sent an activation link in an e-mail which allows them to create the password.  Sometimes this is mail gets marked as spam, so users will want to check their junk mail folder just in case.

How many users can I add to my TES account?

There is no limit to the number of users you can grant access to TES, nor is there a concurrent user limit. There is also no limit to the number of users that any particular User Right can be assigned to – including the TES Administrator User Right.

What If I Forgot My TES Password?

Forgot your password in TES or got a new computer and don't remember because it was saved on the old one? You can learn more about resetting your password here.

If a User has forgotten their password, you can refer them to the Forgot your password? link at the login page. Click the Forgot your password? link on tes.collegesource.com. Enter e-mail address and click Submit. Check email for reset link. Enter new password, then re-enter to confirm. Agree to Terms of Use and Submit. You will be taken to TES and prompted to sign in with the new password.

Users can reset their password any time using this method. They can also change their password from within TES using the User Preferences feature.

User Account is Already in Use

If you forget to log out of TES or accidentally close your browser or browser tab, you may be greeted by the following message when you try to log-into TES. 

Sessions are configured to automatically log a user out after 5 minutes of inactivity in TES.  If you are currently navigating within TES, this is not an issue.  You are automatically logged back in when you navigate to an additional page within TES. If you have accidently left TES without logging out, there are a couple of things you can do to get back in.  

What to do:

  1. Wait the 5 minutes for your session to be terminated. After the 5 minutes you should be able to log back in with no problem.  Keep in mind it has to be a full 5 minutes.
  2. If you need back in right away, you can try to access a page in TES from your browser history.  This may allow you to regain access to TES without having to wait the full 5 minutes.  
  3. If for some reason your account does not reset after a full 5 minutes have passed, you can contact customer support and one of our technicians will investigate the issue.  Keep in mind this may take longer than the 5 minutes. 

What are Course Tags?

Course Tags are to be used when there are state approved codes corresponding to courses from the state’s institutions. Talk to staff at CollegeSource if your state has codes that you would like to be added to TES®. Administrators have rights to add these tags to courses from your institution.

What is a Transcript Key?

Transcript keys are the data on the back of a transcript, also called a legend, which communicate grading types, course numbering schemes, and other useful information.

Where do I find a transcript key?

After finding an institution in Course Finder look for the key icon in the upper right of the page. If the icon is entirely grayed out, the transcript key is not yet available.

How can I help?

Hundreds of transcript keys are already available in TES, but we need your help in making our holdings complete! We would like to have a transcript key for every college and university. Please send us a PDF of your transcript key or mail us a voided sheet of your transcript paper, using the contact information below.

Acquisitions Department
CollegeSource, Inc.
8090 Engineer Road
San Diego, CA 92111
library@collegesource.com

What are Outlines?

Outlines are PDF files that can be attached to your courses to show learning outcomes. These can be attached to your courses through your administrator.

What Are User-Added Courses and What Are They Used For?

User-Added Courses are those courses you might need from another institution or from outside of your catalog to assign to transfer courses in your transfer articulation processes. These can be "wildcard" type courses needed for courses that your institution doesn’t teach, used for additional credit awarding when course credits are more from the sending institution, awarding of a "lump" credit category, etc.

CollegeSource allows users to add both courses from other institution catalogs and your own institution's catalogs. 

How Do I Get My Course Equivalencies Which Are Currently in My System (Banner, Darwin/U.Achieve, Colleague, Jenzabar, Peoplesoft, Etc.) into TES®?

You can export from your system to a flat .txt file (vertical pipe "|" delimited). We'll import them into TES®. View Importing Transfer Equivalencies for more information.

What is the Difference between an Evaluation and an Equivalency?

In TES an Evaluation is the process that results in a course equivalency.  Typically, this is in reference to the process using the evaluation tracker workflow. An Equivalency (EQ) refers to the relationship between a course from a transfer (send) institution and your home (receive) institution.

Rather Than Have CollegeSource Get My School’s Course Data from My School’s Printed or PDF Catalog Version, Can I Give You the Data Directly?

Yes. You can send us your data directly for a course catalog data import. For more information and to view the flat file specification see: Importing Catalog Data.

Why Is the Course Description in a Foreign Language?

If you have been exploring course descriptions from regions where English is not the dominate language, you may notice that the course descriptions are in a different language.

No Translation Service

CollegeSource makes every effort to collect as many domestic and international catalogs as possible.  If we can determine the basic course information (course number, course title, hours, description, etc) we will add those courses to the TES database in the native language of the catalog.  However, translating these course descriptions would take a lot of work and would make CollegeSource responsible for the accuracy of those descriptions. With that said we have decided not to translate those catalogs because there are great tools already out there to help aid a user with foreign language translation. 

How to Translate

Users who wish to translate these course descriptions can use a multitude of other websites to get a translation of these course descriptions. However, the easiest we have found is to use a browser-based translation, such as the "Translate to English" feature of Google Chrome. The way this works is, when you land on a page in TES with a course description in a foreign language, right-click on the screen where there is nothing else and select "Translate to English."  This will then reload the page with the foreign language being translated to English.  You can now view the course description in English and you didn't even need to leave TES.  The translation provided is don't via Google Translate.  While it may not be 100% accurate it is probably better than what you remember from high school Spanish.  

How to update permissions and workflows when you have staff who retire, leave, or transition to a new role.

Employee turnover and transitions can be frustrating. Employee that are promoted, retire, or leave for other reasons leave a gap that requires training a new person to fill the role, shuffling personnel, or even refining your processes. Whatever the reason for the change, you just want to ensure that things run smoothly. If you need to remove or modify someone’s TES access in the process, here are a few things to consider.

1. Were they involved in evaluation workflow tasks?

If your transitioning employee was involved in the creation of evaluation tasks, they will still be considered the creator of those tasks. Once completed, all tasks are routed back to their creators. If you know that this employee is transitioning beforehand, make sure they reach out to users they have assigned tasks to so those can be completed before they leave if possible. Any left behind will need to be completed by someone with both Administrator and Evaluation Tracker rights. (Note that this does not make them the creator; it just allows them to complete that creator’s tasks as an administrator.)

If the transitioning employee has only been assigned tasks, a TES Administrator can batch reassign those tasks to a different user.

If you are removing the user’s access to the evaluation tracker, it will also cause them to be removed from the search filters in TES. So make sure you address these issues before you remove access.

2. Did the transitioning employee own any course list reports?

If your transitioning employee was the owner of any course list reports, you will need to transfer ownership of these reports to a new active user. If the user is deactivated before these reports are transferred, others may lose access if they are shared reports.

If you are simply removing the user’s access to course list reports, it will also cause the reports to be hidden. Make sure you transfer ownership of any lists you want to keep before you remove the access.

3. Did the employee build and create equivalencies?

Not to worry, those equivalencies are safe. Equivalencies that have been created won’t disappear and the equivalency log files will still show all their activity, even after a user is deactivated or deleted.

If you missed any of these steps when an employee transitioned out of your office, just let us know. We may be able to grant access to those tasks and reports to another active user. Of course, it’s best to follow these guidelines to make sure no work is lost.


Didn't find what you're looking for? Feel free to contact us and we'd be happy to help answer your questions.