Route evaluation to Reviewer with your institution course attached

Do you need someone to review a course or a proposed equivalency? Use the evaluation tracker icon to route the course(s) out for approval. The Evaluation Tracker Workflow allows you to route transfer courses or potential equivalencies out to designated evaluators for review. All of the steps in the workflow are documented, as well, so this can replace your paper or e-mail trails for your equivalency evaluation process (whether you elect to store your equivalencies in TES or not).

Create an Evaluation Task
  • Select the transfer course(s).
  • Click on the Evaluation Tracker icon.

  • Select the appropriate data set for your institution, select the department, and the proposed equivalent to select the course(s).
  • Click the Preview button.

  • Assign the Evaluation Task to an evaluator.
    • If you want the evaluator to receive an e-mail alert, make sure the checkbox is checked.
  • Add any comments that are appropriate/necessary.
  • Add any Support Files that are appropriate/necessary.
  • Click the Create Evaluation Task button to send the equivalency to the evaluator.

Next Steps
  • Once the evaluation task is completed and assigned to the evaluator, you have five navigation buttons to choose from to continue to set up evaluations, work with them, or create new equivalencies.
    • New Course
    • New Institution
    • My Queue
    • New Evaluation
    • New Equivalency

  • Click the New Course button to select a new course from the same institution, data set, and department (Course Finder 3).

  • Click the New Institution button to select a new institution (Course Finder 1)

  • Click the My Queue button to navigate to your My Evaluations queue (My Evaluations - Assigned to me).

  • Click the New Evaluation button to create a new evaluation task for a course coming from the same institution, data set, and department to the same data set and department from your institution (Add Evaluation Task 1). Of course, you can also change either or both data sets and either or both departments.

  • Click the New Equivalency button to create a new Equivalency to a course coming from the same institution, data set, and department to the same data set and department from your institution (Equivalency Manager). Of course, you can also change either or both data sets and either or both departments. 

What will the Evaluator See?
  • The evaluator will sign in and open their My Evaluations queue.
  • The evaluator clicks on the institution.

  • They then select the arrow next to the course they wish to view.

  • They then click on the evaluation task to open it.
  • They can select from the list of Actions.
    • They can Approve the proposed equivalency.
    • They can Deny the proposed equivalency.
      • A screen will appear in which they can select an optional reason to deny the course: Subject, Level, Lab, Sequence, or Other. They can also leave the Reason blank.
    • They can request more information.
    • They can re-assign the task to another evaluator.
      • For example if it was sent to the wrong department, or if you have a routing process where the initial request is sent to an evaluator who then needs to send it to the Chair or the Dean.
    • They can also Add/Edit the selected target course(s) if they need to change the equivalency before approving it.

  • Once they approve it:
    • They can enter an optional note.
    • They will need to select a person to Assign the evaluation task to for the next steps. If no one is selected, the Default Assignee as established in Evaluation Tracker will receive the evaluation.
      • All users with SERVICE EVAL and either MANAGE EVAL or CREATE EQ user rights will appear on a drop-down list of eligible recipients. 
    • Send an optional email alert.

  • The approved evaluation task leaves the evaluator's queue, and now appears in the queue of the Assignee. Depending on that user's rights and your institutional policy:
    • the evaluation task can be closed (if your institution is only using the Evaluation Tracker)
    • an equivalency can be created and the evaluation task closed (if your institution is both using the Evaluation Tracker and is storing equivalencies in TES). 

  • The Evaluation Log tracks every step through the process and is available to anyone with the CREATE EQ user right so that the process can be reviewed whenever necessary.  
    • Users with ACCESS EQ user rights can also see these details in the Equivalency Finder.
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